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LEDES98B Format Specifications

The table below describes which fields make up one row of a LEDES98B file. The other is LEDES98BI V2 (also known as LEDES98B-INTL) - its specifications can be found in the following table. In the table, the Comments column contains information that relates to Collaborati's processing of the file.

You can find additional information about LEDES format specifications can be found at www.ledes.org.

Note: If you have previously been using Corridor, please note that you can no longer input "NULL" on the data fields – you must remove the tag altogether for fields that are not required.

LEDES98B Format Specifications

Data Type

Max Length

Field Label

Description

Comments

Date

8

INVOICE_DATE

The invoice date. A null value ("" or NULL) would create an error.

YYYYMMDD

Char

20

INVOICE_NUMBER

The alphanumeric, law firm assigned invoice number or code. Multiple INVOICE_NUMBERs can be billed in the same LEDES file. A null value ("" or NULL) would create an error.

Must be unique by Firm

Char

20

CLIENT_ID

The law firm assigned client code. A null value ("" or NULL) would create an error.

Client ID for this client as defined in your Time & Billing System

Char

20

LAW_FIRM_MATTER_ID

The law firm assigned matter code. Multiple LAW_FIRM_MATTER_IDs can be billed in the same invoice.

This field is optional.

Currency

14.2

INVOICE_TOTAL

The sum of all LINE_ITEM_TOTAL values in this invoice. A null value ("" or NULL) would create an error.

 

Date

8

BILLING_START_DATE

The starting date for the billing period.

This field is optional. If present, must be in this format: YYYYMMDD

Date

8

BILLING_END_DATE

The ending date for the billing period.

This field is optional. If present, must be in this format: YYYYMMDD

Char

2,000

INVOICE_DESCRIPTION

A descriptive summary of work performed which is charged on this invoice during the applicable billing period.

Most clients require this field.

Char

20

LINE_ITEM_NUMBER

The sequence number of this line item. This number must be unique for each line item in an invoice. Usually, the time entry primary key in the law firm's financial system is used here. A null value ("" or NULL) would create an error.

 

Char

2

EXP/FEE/INV_ADJ_TYPE

An identifier indicating whether the line item is an expense ("E"), a fee ("F"), or an Inv_Adj_Type ("IE" or IF"). A null value ("" or NULL) would create an error.

"IE" and "IF" codes are normally used for alternative fee arrangements invoices.

Numeric

14.2

LINE_ITEM_NUMBER_OF_UNITS

The number of units billed on this line item. For expense items, the number is of expensed items. For fee items, the number is of billed hours. Even though you can include up to two decimal places, your client's billing guidelines may require you bill fees in tenths of an hour.

Must be positive (greater than 0).

Currency

14.2

LINE_ITEM_ADJUSTMENT_AMOUNT

The numerical value of any adjustment applied to this line item. A positive value indicates a premium; a negative value indicates a discount. A null ("") or zero ("0") value indicates no adjustment.

 

Currency

14.2

LINE_ITEM_TOTAL

The numerical value of this line item. This must be (LINE_ITEM_UNIT_COST * LINE_ITEM_NUMBER_OF_UNITS) + LINE_ITEM_ADJUSTMENT_AMOUN T. A null value ("" or NULL) would create an error.

 

Date

8

LINE_ITEM_DATE

The date the fees/expenses were incurred. Typically, this date is between the BILLING_START_DATE and the BILLING_END_DATE. A null value ("" or NULL) would create an error.

YYYYMMDD

Char

20

LINE_ITEM_TASK_CODE

The task code (e.g., using the UTBMS code set) for this line item. Most expense items do not have a LINE_ITEM_TASK_CODE associated with them (in which case this field would be left null).

This field is required for all line items of type `F' (Fee). Code must be client-authorized.

Char

20

LINE_ITEM_EXPENSE_CODE

The expense code (e.g., using the UTBMS code set) for this expense line item. Most fee items probably do not have a LINE_ITEM_EXPENSE_CODE associated with them (in which case this field would be left null).

This field is required for all line items of type `E' (Expenses). Code must be client-authorized.

Char

20

LINE_ITEM_ACTIVITY_CODE

The activity code (e.g., using the UTBMS code set) for this fee line item. Most expense items probably do not have a LINE_ITEM_ACTIVITY_CODE associated with them (in which case this field would be left null).

This field may be required by your client. Please check with client. If required, code must be client-authorized.

Char

8

TIMEKEEPER_ID

A unique identifier for the timekeeper for this line entry. Typically, the identifier used here is the primary key for a timekeeper used in a law firm's financial system (e.g., an employee number, social security number, initials, or anything else so long as it uniquely identifies a particular timekeeper). For fee line items, a null value ("" or NULL) would create an error. Most expense items probably do not have a TIMEKEEPER_ID associated with them (in which case this field would be left null).

This value must match the ID of an existing Collaborati timekeeper that has been authorized by your client.

Char

2,000

LINE_ITEM_DESCRIPTION

Written description of work performed or expense incurred.

Most clients require this field.

Char

20

LAW_FIRM_ID

An identifier uniquely identifying the sending firm. The firm's Taxpayer ID must be used if the firm has one (i.e., at the very least, all firms operating in the US).

This field is not used. Law firm ID is defined on the law firm's profile in Collaborati.

Currency

14.5

LINE_ITEM_UNIT_COST

The standard (i.e., not discounted) unit cost of the line item. For fees, this would be the hourly rate. For expenses, this would be the cost per unit. For invoice-level adjustments, this field is ignored. A value of zero ("0") or null ("" or NULL) would create an error unless the line item is an invoice-level adjustment.

Negative values are allowed (e.g. for a reverse or a credit item).

Note: The allowed number of places after the decimal for expense unit costs are defined based on your client request.

Char

30

TIMEKEEPER_NAME

The name of a timekeeper.

This field is not used. Timekeeper name is defined on the timekeeper's profile in Collaborati.

Char

10

TIMEKEEPER_CLASSIFICATION

The staff classification of a timekeeper. Most expense items probably do not have a TIMEKEEPER_CLASSIFICATION associated with them (in which case this field would be left null).

This field is optional. If entered, it must match the classification for your timekeeper on the Collaborati record.

Char

20

CLIENT_MATTER_ID

The client assigned matter code. A null value ("" or NULL) would create an error.

Client-assigned matter ID. This matter must be authorized by your client.

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