EBILLREADY

Automated eBilling Compliance Software

Fix it before you submit it.
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Automated eBilling Compliance for Law Firms

Pre-Invoice Submission Validation Against Client Billing Guidelines

Chances are, your clients require you to follow specific billing guidelines and invoice formats, leaving you swamped under pages of guideline documents that your staff struggle to follow and maintain. Add in the hours of manual proofing of eBills prior to submission, and you know something has to give.

Save your sanity and get relief from the burden and chaos eBilling causes, not to mention the financial losses that result from rejected, appealed and written-off bills. EBILLREADY is our solution to help you eliminate time and expense entries that get rejected, appealed or written off due to guideline or invoice format errors.

How Does EBILLREADY Work?

EBILLREADY is easy to use, and integrates seamlessly with your existing accounting system whether it’s Aderant Expert, Thomson Reuters Elite Enterprise or 3E.

How does it work exactly? Well, when your accounting system generates a new eBill invoice, it is automatically loaded into EBILLREADY.

Then, each invoice is tested against the rules and guidelines set up within EBILLREADY, and the system will alert you of any billing violations and/or LEDES format errors.

 

The results are then displayed online, making it supremely simple to find the entries in violation and correct them on the spot. Alternatively, you can get an online error report for each invoice.

Once you have this information, the accounting department biller can return to the prebill and fix the errors.

Ultimately, this quick, easy and automated system ensures that when an invoice is sent to an eBilling vendor, it will be compliant and accepted without dispute—which means payment without delay.

Configure Your Own Billing Guidelines

EBILLREADY Checks Your Invoice For 52 Different Violations

Correct Billing Increment

Usually, billing guidelines will state the required billing increment. Most often, it will be tenths of hours. The idea is to stop larger increments from being used by attorneys. We will check to make sure the increment is correct.

Narrative Text Logic

Ensure that certain words in the narrative are accompanied by their required text. For example, a guideline that specifies all work on motions must also include who approved the work can be checked to ensure that the word “motion” is accompanied by “approved by” language. Or, use it to set warnings, such as when the word “travel” appears in the text, and you want to be alerted to confirm that it is only charged at half time.

Stop Word Checking

Many of the errors that lead to rejected invoices are related to “stop words,” like prepare, review, work on file, research, scan, trial preparation, miscellaneous, etc. EBILLREADY will scan invoices for these prohibited words and alert you to make changes as necessary.

Maximum Narrative Character Count

Most eBill guidelines limit the time entry narrative to 250 characters. EBILLREADY will test narrative fields to ensure they fall within the limits.

Expense Code Management

So that the General Counsel’s Office can better manage what expenses can be billed, guidelines often identify expenses that cannot be billed, which are associated with expense codes like Telephone or Photocopies. Simplify this by setting a rule check for these forbidden expense codes.The rule can also check rates for expense codes, where the guideline might say, for example, photocopies and scanning must be charged at $.10 a page.

Block Billing Not Allowed

Most guidelines prohibit any form of block billing where multiple tasks are entered into one time entry with each task assigned a value. For example, an email to client [.1] and review file [.5] result in a total entry of [.6]. EBILLREADY will check the narrative to find instances of block billing.

Allowed Timekeepers and Rates

Guidelines often state the names of timekeepers who may work on a matter, with the intent of prohibiting others from working on it. If a time entry comes across with a non-approved timekeeper, the engine will flag the violation. Additionally, some guidelines will also state the billing rate that can be used on the matter, and this rule handles that too.

Codes Not Allowed by Timekeeper Classification

In order to better manage who works on what on a matter, guidelines often prohibit partners or associates from doing certain tasks and activities. Simplify this by establishing a rule to check for this condition by associating timekeeper classifications to forbidden codes.

Block Billing Not Allowed

Most guidelines prohibit any form of block billing where multiple tasks are entered into one time entry with each task assigned a value. For example, an email to client [.1] and review file [.5] result in a total entry of [.6]. EBILLREADY will check the narrative to find instances of block billing.

Invoice Format Errors

Get it right the first time. EBILLREADY checks for the following invoice format errors:

  • Invoice does not comply with LEDES specifications
  • Missing data in required fields
  • Timekeeper classification errors
  • Invalid data values
  • Date-based errors
  • Mathematical errors

The Key Benefits of EBILLREADY

Sometimes the best offense is a good defense.

Eliminate Manual Proofing

This is a huge waste of the law firm’s resources, and it doesn’t even solve the problem—errors still make it through. Not to mention the tooth-grinding pain it causes for attorneys, accounting, and the bottom line. Trying to catch violations using these resources is simply not a smart business strategy.

Eliminate Write-Offs

Ensure your eBills are compliant and eliminate costly write-offs and adjustments. When you are forced by the General Counsel to decide whether to write-off or adjust problematic time entries or to take the invoice back for correction, you lose. On average, taking the write-off path reduces invoice by 6%.

Eliminate Payment Delays

Because of the difficulty of perfect compliance, the submit-and-reject cycle causes real financial pain: firms experience a 10-day payment delay on average when they are forced to take an invoice back to correct. Why not submit clean bills that are far less likely to be rejected?

LEDES COMPATIBLE

EBILLREADY Support LEDES Formats, UTBMS Task and Activity Codes

Accounting System Integrations

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 Thomson Reuters

Elite 3E, Enterprise

 

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Aderant

Aderant Expert

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Microsoft

Microsoft Dynamics
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