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Mitratech Success Center

Complete Set Up for New Firms

Steps to complete setup for a new client in Collaborati for new users (Firm Structure)

Steps to complete setup for new firms

Register

Once a firm is authorized by a client, a registration request email is automatically generated and sent to the vendor.   An email will be sent with the subject “<client name> invites you to sign up for Collaborati e-billing”.  

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Click on the link in the registration email to begin.

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Click on the Next button to continue.

License Agreement  

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.

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

Click on the Next button to continue.

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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Click on the link Login and complete account set up now

Enter your login credentials on the Login screen.

Verify Firm & Office Profiles and Settings

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 Next.

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Review the Firm Settings and click Save.

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You will now see your Office’s Profile page, and after verifying everything is correct, check the box that says Contact Information Verified then click Next.

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Review the Office Settings and click Save.  Note: The Billing Currency defaults to “U.S. Dollar” and affects the currency on the Invoices and may affect Timekeeper Rate submission.

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Client Setup  

Complete the Client Setup task by clicking the message “Please Complete Setup for <client>” link on the Collaborati Home page, in the Messages section.

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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.  There are 5 steps involved in setup:

1) Codes
2) review options to add or assign Timekeepers
3) Add/Assign Timekeepers
4) Add Timekeeper Rates (optional)
5) Summary review.

1 Codes  

If your firm uses LEDES files:

1)    If you choose to upload LEDES invoices, the application will ask you to enter a Client Code (Client Id) 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).
2)    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.
3)    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.

If your firm does not use LEDES files:

With regards to the setup, the Client ID (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.  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.

2 Timekeepers  

Select how you will be adding Timekeepers:

  • by entering or assigning individual timekeepers to the client (manually added)
  • by uploading a list of timekeepers (uploaded)

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.

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Decide whether to add rates
Once all timekeepers have been added manually or by uploading a file, choose one of these (step 4):

Submit the timekeeper information without rates for client authorization.
Add Timekeeper Rates to add timekeeper rates (available only if your client allows this option).

Timekeeper rate information is not mandatory step and user can directly move to Summary to review and submit the timekeeper information without rates for client authorization.

Note: A warning message will be displayed stating that "any rate items entered on this page will be deleted if you switch your selection between Manually Timekeeper Rates and Upload Timekeeper Rates or vice versa."

Note: If your client does not allow timekeeper rate submission (Rate Collaboration is Off for the client), adding/uploading timekeeper information on Step2/Step3 page and on clicking Next button then Step4 is skipped and a warning message is displayed on the Step5 Summary page stating that "Rate submission is skipped as the selected client has rate collaboration turned off."

3A Add/Assign Timekeepers added manually

Choose Assign existing and/or add new timekeepers if you will enter individual timekeeper information one at a time. Only the highlighted fields are required.  The Home Office is a required field and should match the office that the timekeeper is most likely to work from.  After you input timekeeper data, click on the Add button.
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Note: Additional Timekeeper fields can be added (some clients may require these fields, refer to your client’s billing guidelines for requirements).

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Using Timekeeper Global Assign/Unassign checkbox
Firms with multiple Offices:
If using the checkbox, note that by default all the Timekeepers belonging to the assigned Office for the new client are selected. 
•    Checking this box will assign all Timekeepers across all Offices to this client. 
•    Unchecking this box will remove all Timekeepers across all Offices from this client.
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Submit Timekeepers (Manually Added without rates)

To submit the timekeeper information without rates for client authorization.

Click Submit.

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Click here to View the Summary without rates.

4A Add Timekeeper Rates (Manually Added with rates)

To add timekeeper rates to the timekeepers.

Click Add Timekeeper Rates.
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For each Timekeeper entry, enter the basic information about the timekeeper rate.  One or more rates may be entered for each timekeeper.

Type: Invoice Task Rate/Timekeeper Rate
Task Code: If the Type is “Invoice Task Rate”, enter the applicable Task Code
Rate: Enter the value.
Start Date: optional
End Date: optional
Matter: optional (available only if your client allows this option).
Note: optional

Click Add Item button.

Note: The Rate currency gets populated, based on the billing currency for the Office.

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You can review all the rate items added on the preview screen at the bottom of the page.

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Click Next.

Click here to View the Summary with rates

3B Add/Assign Timekeepers uploaded

Choose Upload new timekeepers if you do not assign or add timekeepers manually.
You will upload a file of many timekeepers at once.  The sample file can be downloaded directly from this page.  Once the file is ready, it can also be uploaded on the same page by clicking on Browse or Choose file button. 

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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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Submit Timekeepers (Uploaded without rates)

To submit the timekeeper information without rates for client authorization.

Click Submit.
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Click here to View the Summary without Rates.

4B Add Timekeeper Rates (Uploaded with rates)

To add timekeeper rates to the timekeepers.

Click Add Timekeeper Rates.
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Download the Sample Timekeeper Rate file.  For each Timekeeper, enter the rate in the file.  One or more rates may be entered for each timekeeper.
Note: The Rate currency should match the billing currency for the Office.

Choose the file and then click Upload.
Once the file is Uploaded successfully, click Next.

Note: A warning banner is displayed stating that :"The uploaded rates file has errors. You can try uploading a file without an error or click the Next button to continue with errors." and also error preview screen is displayed and details all errors in the file.

Click here to View the Summary with Rates.

5 Summary without Rates

Verify the summary information listed on the screen. 

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Click Submit when you are satisfied with the information.  

Skip to Setup Complete.

5 Summary with Rates

Verify the summary information listed on the screen. 

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Click Submit when you are satisfied with the information.

Setup complete

You will now see this client appear with a status of “Waiting for Client Authorization”.  This means that your timekeepers will need to be authorized by the client.  Once the timekeepers are authorized, the client status will change to “Active”. 

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Additional Information

Setup Email Notifications  

Optionally, you (or other Users) can sign up for email notifications. 

Click Notifications in the top menu bar.

Choose any notifications you would like to receive and then click Save

Note: Each user must setup their own Notifications.

  • You can choose to receive Matter Notifications for new matters.
  • You can choose to receive Notifications for Invoices, Budgets, Tenders and Rate Requests, and Timekeeper Authorizations

For example, checking Select All will send the notifications for all your clients for Invoices, Budgets, Tenders and Rate Requests, and Timekeeper Authorizations

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The table at the bottom of the page shows the notifications that you have signed up for.

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More information about notifications can be found in our help guide here.

Create Additional Users

Click on Admin > Users using the drop-down menu.

Click Add User link.

More information here.

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