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Mitratech Success Center

Sample Firm Communication

Communicating to your firms about your move to eBilling through Collaborati is critical to the success of your eBilling onboarding experience and it is important to provide your firms enough time and information to make the change. Below is a recommended communication template to help message the change for the first time.

Instructions:

1. Read through the template and delete/replace any items that are not relevant to your company.

2. Replace any item in [parenthesis] with your company specific information (ie. name, billing percentage,date).

3. Copy & paste the text below or export the Outlook template embedded on this page

4. Send out Email Template 1: Notification of Change at least 8 weeks before the go-live date of Collaborati.

5. Attach any eBilling guidelines and note if any changes will be made to them with the change in eBilling technology

6. Send Email Template 2: eBilling Rules & Expectations email as more information becomes available. Send this no later than 3 weeks before before the required invoicing start date on Collaborati. Before sending the email, go through Steps 1-3 to ensure all communication is accurate and relevant.

*Remember* - Increased communication will help make this process a smooth transition!

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Email Template 1: Notification of Change

Subject: IMPORTANT: Upcoming change in [Client] billing practices 

Dear [Firm or Vendor],

 

As part of our effort to improve the way we do business with you, we are implementing an eBilling system. This system is the Collaborati eBilling Portal, a product of Mitratech, which will require you submit invoices online. These changes are designed to provide greater visibility, accessibility, and make the way we approve and process invoices more efficient.

These changes will occur in [Month], more detailed information to follow. Your cooperation is essential to ensure your invoices are processed promptly to avoid late or missed payments.

 

Key benefits of Collaborati:

  • Faster approval process, leading to earlier payments
  • Reduces the likelihood of misrouted and lost invoices
  • Improves visibility into costs/budgets for each matter

 

Please anticipate the following:

  • [Client] eBilling Guidelines, which outline our expectations on submitting invoices using Collaborati
  • A startup email from Mitratech Support with instructions to set up Collaborati. Once onboarded, you will be able to submit invoices for each of the matters that you are assigned by [Company Name].
  • While setting up your Collaborati account you will be required to acknowledge the end user license agreement (EULA) detailing usage fees. These fees are calculated as a percentage of the annual invoicing volume.
  • Please note, the figures shown in the EULA are shown for the purposes of example and there will be multiple thresholds to determine the rate at which your firm is charged.  [Client] 's firms/vendors will be invoiced [X%] of qualifying invoice activity of over [$X]. No fees apply to annual activity that falls below [$X]. Annual fees that fall between [$X] and [$X] will be subject to a flat fee of [$X].  

 

Please do not hesitate to reach out if you have any questions and we are very much looking forward to our continued partnership.

 

Best, 

[Company Name]

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Email Template 2: eBilling Rules & Expectations

 

Subject: IMPORTANT: Update – Change in [Client] billing practices 

 

Dear [Firm or Vendor],

 

We have recently implemented an eBilling system as part of an effort to improve the way we do business. As a continuing business partner you may now use the Collaborati eBilling Portal, a product of Mitratech, to submit invoices. These changes are designed to provide greater visibility, accessibility, and efficiencies in the way we approve and process invoices.

All invoices, starting [Exact Date] must be submitted through the Collaborati portal. Your cooperation is essential to ensure your invoices are processed promptly, which will allow you to avoid late or missed payments.

 

Key benefits of Collaborati:

  • Faster approvals process, leading to earlier payments
  • Reduces the likelihood of misrouted and lost invoices
  • Improves visibility into costs/budgets for each matter

 

Please anticipate the following:

  • NOW ATTACHED!: [Client] eBilling Guidelines which outline our expectations on submitting invoices using Collaborati
  • Please complete the setup if you have not already. 
  • New to Collaborati? Follow these Start-Up Instructions
  • Already using Collaborati for another client? Follow these Start-Up Instructions
  • All invoices must be billed through Collaborati starting [Exact Date] in order to receive payment

 

Please do not hesitate to reach out if you have any questions and we are very much looking forward to our continued partnership. Below is some clarifying information on where to direct any questions you may have. 

 

Best, 

[Company Name]

 

Contact [Client]

  • A Matter is not showing in Collaborati on the Matters page
  • A Timekeeper has not been authorized for several days
  • You need to bill to a certain code and it is not available from the codes page
  • You need a copy of your billing guidelines

 

Contact Collaborati Support (Online Support Portal

  • A LEDES file has file errors
  • Trouble completing the setup for a new client
  • Help with adding timekeepers
  • Help with invoice upload or manually creating an invoice