The following instructions will help new Collaborati users go through the necessary steps to setup their account.
Username & Password
You will receive an email with a temporary password for a new user account for Collaborati.
Upon your first login, you will need to change your password. Once you have entered a valid password, click the "Save" button at the bottom of the screen.
You will then be presented with the Collaborati End User Agreement. This must be accepted in order to be authorized to submit invoices to your client in Collaborati. Please scroll through and read the agreement.
Please note: The vendor must agree with the Collaborati End User Agreement terms and conditions, otherwise access to Collaborati would be denied.
Firm & Office Profiles
You will now see your firm’s profile page, and after verifying everything is correct, check the box that says “Contact Information Verified:”, then click “Save”.
Completed Firm Profile:
rmation, you After confirming your contact info will need to press the "Home" button to continue the setup and setup your Office Profile
Confirm that the information for your office profile is correct, then check the box that says “Contact Information Verified:”, then click “Save”.
Completed Office Profile:
View Account Settings
To view the Settings for your Firm, click on Admin > Settings using the drop-down. This will take you to the Settings for the Firm Profile.
Review the settings and make appropriate changes.
To Complete Setup for the Client Click “Home” in the top menu bar and look for the message “Please Complete Setup for <client’s name>” . If you do not see the message, check back in a few days. The message will appear once your client has authorized your account.
- Adding Basic information such contact information
- Reviewing client’s billing codes and guidelines
- Defining Non- US Tax codes
- Adding Timekeepers
Below are steps in completing a client set up:
Client setup involves reviewing your client's billing codes and Non-US Tax codes, and optionally associating your firms' codes equivalents, and adding/assigning timekeepers to the client record.
- If you choose to upload LEDES invoices, the application will ask you to enter an internal code for this client. This is the “Client Number” assigned to your client in your Time and Billing Software. Enter one or more internal client codes (separated by a comma) and click Next.
- The application will display client-authorized Task (Fee), Expense and Activity billing codes on the screen (if applicable). Client-authorized Non-US Tax codes will also display.
- If you are submitting LEDES invoices, your Time & Billing system may be using different codes. If this is the case, you can indicate your internal billing code equivalent for each applicable code, for each sub-set. By default, it is assumed that you use client codes in your invoices.
With regards to the setup, the Client ID (Internal Client Code) refers to a Client number that may be assigned by your billing software. If you don't have one, simply type the name of your client. Please leave all other codes checked for use. These are authorized by the client and should be selected for use.
Select how you will be adding Timekeepers:
- by uploading a list of timekeepers, or
- by entering or assigning individual timekeepers to the client.
Your firm must have at least one timekeeper. This would be a person that provides the services to your client. The Display Code and Timekeeper ID can be the same value for a timekeeper, but no two timekeepers should share these values. If you don't already have Timekeeper IDs assigned, the best rule of thumb is to use a person’s initials.
Timekeepers added manually
Choose “Assign existing and/or add new timekeepers” you will enter individual timekeeper information one at a time. Only the highlighted fields are required. After you input timekeeper data, click on “Add” button.
“Additional Timekeeper fields” can be added (some clients may require these fields, refer to your client’s billing guidelines for requirements).
Once all timekeepers have been added individually, click the “Next” button.
When choosing to “Upload new timekeepers” you will upload a file of many timekeepers at once using a csv file. The sample file can be downloaded directly from this page. Once the file is ready, it can also be uploaded on the same page.
When ready to upload the file, click on the “Next” button and the file will be uploaded into Collaborati.
When you have finished assigning or uploading your timekeepers, click “Next”.
Verify the summary information listed on the screen. Click "Finish" when you are satisfied with the information stored in your client record.
Clicking on the “Finish” button will send you to a profile verification page.
If you click on the “Clients” tab, you will now see this client appear with a status of “Waiting for Client Authorization”. This means that your set-up is now being verified by the client. Once authorized, the client status will change to “Active”.
Optionally, you (or other Users) can sign up for email notifications.
Click on the top right link labeled “Notifications”. Click on the type of notifications that you would like to receive.
Choose any notifications you would like to receive and then click “Save”.
Note: Each user must setup their own Notifications.
More information about Office accounts here: