MerusCase allows firms to export invoices into multiple formats. This article is purely discussing the intricacies of the LEDES98b Invoice specifically.
When you first open your LEDES invoice after exporting it from MerusCase, it will be in a raw format and, therefore, not easily digestible to most people.
To better understand the information in this exported file, we’ve put together this reference guide so that you can ensure the correct information appears in the appropriate field in your LEDES invoice.
Specific case fields in MerusCase correspond mostly one-to-one with LEDES98b fields, and we also provide some extra fallback matching if fields in MerusCase are left empty. Below, we’ve noted the LEDES98b column name, which appears on the second line of the file exported from MerusCase.
For each column name, we’ve also indicated where in MerusCase you can view and edit the information. For example, let’s say you wanted to update the INVOICE_DATE for one of your invoices. To do this, you would need to find the Billing Date of Invoice field for that particular invoice in MerusCase.
CLIENT_ID: Information for the CLIENT_ID field comes from the Electronic Billing ID or the Carrier Billing ID. If nothing is entered in either of these fields, MerusCase will use the billing party’s contact ID or the case file ID. Both the contact ID and case file ID are unique identifiers used by Merus to identify the contact and case file, respectively.
CLIENT_MATTER_ID: This field is populated with a comma delimited list of Carrier Billing IDs from all injuries in a case file, and limited to, at most, 20 characters.
BILLING PARTY’S ELECTRONIC BILLING ID: To update your billing party’s Electronic Billing ID, navigate to your case Parties tab, select the party set as the Bill To party under Case Info, and click Edit. The Electronic Billing ID field is found in the Supplemental section.
INVOICE_DATE: The INVOICE_DATE field is populated with the billing date of the invoice, as specified when the invoice is created.
INVOICE_NUMBER: This field is populated with the invoice reference number. This number is assigned incrementally by MerusCase, and can include the case file number if the option is enabled in Firm Preferences.
INVOICE_TOTAL: This is the total dollar amount of a given invoice.
BILLING_START_DATE: The BILLING_START_DATE field will use the Billing Start Date specified when creating an invoice. If no Billing Start Date was entered, it will instead use the date of the earliest ledger entry.
BILLING_END_DATE: Today’s Date.
ELECTRONIC BILLING TAG: When creating a new invoice, the Electronic Billing Tag will be located beneath the Billing End Date and Billing Start Date.
LINE_ITEM_NUMBER: For each invoice, this starts at 1 and increases by 1 for each line item on the same invoice.
EXP/FEE/INV_ADJ_TYPE: Most items entered in Merus will appear as F in this column, though may also appear as E, IF, or IE, depending on the charge type.
LINE_ITEM_NUMBER_OF_UNITS: This column displays the number of hours billed for a given line item.
LINE_ITEM_ADJUSTMENT_AMOUNT: In Merus, this will always be 0.
LINE_ITEM_TOTAL: The total dollar amount of a given charge.
LINE_ITEM_DATE: The date of a given charge on the invoice.
LINE_ITEM_TASK_CODE: This column includes the L-Code associated with the pre-defined billing description used when entering billable time in MerusCase. Learn more about billing descriptions & UTBMS codes via Logging Time in MerusCase and Creating Creating Billing Codes.
LINE_ITEM_EXPENSE_CODE: This field will populate the E-Code associated with the pre-defined description selected when entering an expense. Learn more about billing descriptions & UTBMS codes via Logging Time in MerusCase and Creating Creating Billing Codes.
LINE_ITEM_ACTIVITY_CODE: The A-Code associated with the pre-defined billing description used when entering billable time in MerusCase is included here. Learn more about billing descriptions & UTBMS codes via Logging Time in MerusCase and Creating Creating Billing Codes.
TIMEKEEPER_ID: The initials for the user who billed the time in MerusCase, as specified in each user’s account details accessible in the User List.
LINE_ITEM_DESCRIPTION: This column includes the description for the charge as entered in the case ledger.
LAW_FIRM_ID: This column will use the EIN/Tax ID Number for your firm. This information is set in the Firm Branch Offices interface.
LINE_ITEM_UNIT_COST: This column will include the rate set for the given charge.
TIMEKEEPER_NAME: This field will include the name of the Merus user who billed the time.
TIMEKEEPER_CLASSIFICATION: This column will include the code corresponding to the Default Billing Level of the Merus user who billed the time. View a user’s Default Billing Level via User Management