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Mitratech Success Center

Collaborati: Process to Complete Setup for New Vendor - Collaborati Start-Up Guide

Steps to complete setup for a new client in Collaborati for new users

Click here to download the .pdf version of this page.      Click here to access the video reviewing registration and setup.

Register

Once a vendor is authorized by a client, a registration request email is automatically generated and sent to the vendor.   Use Collaborati using the Email “CLIENT invites you to sign up for Collaborati e-billing”.  Upon receipt, the vendor needs to sign up by following the instructions on the email.  

Please note: The vendor must agree with the Collaborati End User Agreement terms and conditions, otherwise access to Collaborati would be denied. 
  

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Click on the "Next" button to continue.

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. 

This will now lead you to the Registration page. You will enter your email address, name and password in this area to setup yourself as a user. 

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Once the "Next" button is clicked, the registration will be completed.

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Account Setup

To setup the Account, click on the link “Login and complete account set up now”.  You will need to verify all the settings that have been input into Collaborati. You may change information to reflect the corrections.

 

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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”

At this point, you may choose to set up your client or log out and set up the client at another time.

 

 

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To Complete Setup for the Client Click “Home” in the top menu bar and the “Please Complete Setup for <client’s name>” link.

Client Setup 

  •  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. 

Codes

  • 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. 
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 Click Next. 

Timekeepers

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

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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.
 
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Additional Timekeeper fields” can be added (some clients may require these fields, refer to your client’s billing guidelines for requirements).EB - New Vendor Welcome Package (Image 13).JPG

Once all timekeepers have been added individually, click the “Next” button.

Timekeepers uploaded

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. 
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When ready to upload the file, click on the “Next” button and the file will be uploaded into Collaborati.

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When you have finished assigning or uploading your timekeepers, click “Next”.

Summary 

Verify the summary information listed on the screen. Click "Finish" when you are satisfied with the information stored in your client record.

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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.  
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Next Steps:

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. 

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Choose any notifications you would like to receive and then click “Save”.
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Your settings will be saved.  Note that each user must setup their own Notifications.

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