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Mitratech Success Center

Manually Submit Rate Requests

Guide to create rate requests includes helpful screen shots. See table of contents inside.

 

Note:

Please, ensure that your client’s settings allow for Rate Requests by checking the Settings (click “Clients” tab, select your client, click the “Settings” icon – if Rate Collaboration is “On” then your client allows Rate Request submission through Collaborati). 

Please check with your client regarding the requirements for your Rate Request. 
Such as: 

  • If special Invoice Task Rates are required 
  • If Start and End dates are required 

Before creating a Rate Request, your timekeeper(s) must be showing as "Authorized" in Collaborati.  To check your timekeeper authorizations, please follow these steps: 

  1. Click "Clients" in the top menu bar
  2. Click on the client’s name
  3. Click the third icon from the top on the left navigation menu (Timekeepers)
  4. Click "Select Office" to choose the correct Office from the dropdown menu.

You will then be able to see your timekeepers as “Authorized” or “Pending Client Authorization”.

COLL-Client Timekeeper page.JPG

See notes about Timekeeper Currency at the end of this article.

Link to Video: Submitting Timekeeper Rate Request

HOW TO SUBMIT A RATE REQUEST

To start creating your Rate Request:

  1. Move to “Timekeepers” in the top menu bar
  2. Click “Rate Requests”  (this screen will show all Rate Requests and their status)
  3. Click on Create Timekeeper Rate Request link

COLL-Rate Request page.jpg

Office: Choose the correct Office 

Client: Choose the client

Request Name: This should be a unique name of your choosing. If you are not sure what to call the Rate Request, we suggest using the name of your firm and the date.  Optionally, you can leave this blank and Collaborati will enter a Request Name.

Requested By: will be automatically filled in with user name.

Comments: optional

COLL-Create Rate Request1.JPG

There are three types of Rate Requests and your client will usually prefer one of these types.

Timekeeper rate - The rate for the timekeeper.

Invoice task rate - The rate for the timekeeper for a specific task (such as B110).

Office rate - The rate for the office for a specific task or timekeeper classification. If the rate applies to a timekeeper classification, the field includes the classification type.

Please check with your client if you are unsure which type to use in your Rate Request.  Most clients prefer the Timekeeper rate, otherwise, they will specify a different type.

RATE REQUEST: Timekeeper Rate

For each entry, you will need to enter information about a timekeeper.

Choose: Timekeeper Rate

Timekeeper: Select the Name from drop down

Type: Timekeeper Rate

Start Date: optional

End Date: optional

Note: optional

Click "Add Item" button

COLL-Create Rate Request2.JPG

Repeat for each entry.

COLL-Create Rate Request3.JPG

When the entries are completed, click "Next".

The summary page will allow you to review your rate request.  Review the information and check for correctness.

COLL-Create Rate Request4.JPG

Click the "Submit" button to submit the Rate Request to your client. 

COLL-Create Rate Request4 - Submit.JPG

You can also click "Delete" to remove the Rate Request. 

To edit the Rate Request before submitting, click "Back" and add/edit rate items. 

Click "Done" to save changes and submit later.

RATE REQUEST: Invoice Task Rate

For each entry, you will need to enter information about a timekeeper.

Choose: Timekeeper rate

Timekeeper: Select the Name from drop down

Type: Invoice Task Rate

Code: Select the task code

Start Date: optional

End Date: optional

Note: optional

Click Add Item button

COLL-Create Rate Request5InvTaskRate.JPG

Repeat for each entry.

COLL-Create Rate Request5InvTaskRate2.JPG

When the entries are completed, click "Next".

This page will be a review of your rate request.  Review the information and check for correctness.

COLL-Create Rate Request5InvTaskRate3 - Review.JPG

Click the "Submit" button to submit the Rate Request to your client. 

You can also click "Delete" to remove the Rate Request. 

To edit the Rate Request before submitting, click "Back" and add/edit rate items. 

Click "Done" to save changes and submit later.

COLL-Create Rate Request5InvTaskRate3.JPG

RATE REQUEST: OfficeRate

For each entry, you will need to enter information about the rate tied to the task code or timekeeper classification.

Choose: Office rate

Timekeeper: Select the Name from drop down

Type: Office Rate

Code: Select the Task Code or the Timekeeper Classification (this will depend upon your client's settings; below the screen shot show the Task Code selection)

Start Date: optional

End Date: optional

Note: optional

Click "Add Item" button

COLL-OfficeRate1.JPG

Repeat for each entry.

COLL-OfficeRate2.JPG

When the entries are completed, click "Next".

This page will be a review of your rate request.  Review the information and check for correctness.

COLL-OfficeRate3.JPG

Click the "Submit" button to submit the Rate Request to your client. 

COLL-OfficeRate4Submit.JPG

You can also click "Delete" to remove the Rate Request. 

To edit the Rate Request before submitting, click "Back" and add/edit rate items. 

Click "Done" to save changes and submit later.

Canceling a Rate Request

Once you submit a rate request in Collaborati and the status is now "Pending Client Retrieval", you can go to your "Rate Requests" page and search for the rate request you have submitted. You can click on the "Cancel" button to recall the rate request you have just submitted. 

COLL-TestRateRequestCancel1.JPG

When you click "Cancel", the Rate Request Status will appear as "Not Submitted". You may Submit later or Delete.

COLL-TestRateRequestCancel2.JPG

If the rate request was submitted in Collaborati and the status is now "Pending Client Approval", you will not be able to cancel the rate request. You will need to contact your client and have them reject the rate request so that you can resubmit the rate request.

Notifications

To receive notifications when your rate request is approved or rejected, please refer to our How do I turn off or turn on my email notifications? article for reference.

Video Guide

Link to Video: Submitting Timekeeper Rate Request

Notes about Timekeeper Currency

For each timekeeper, the Currency on the Rate Request line item will default to the currency on the Clients > Timekeepers page.  If you are uploading the file, the Currency in the file must match this information

(see the sample Clients > Timekeepers page below showing the Currency as "U.S. Dollar")

COLL-TimekeeperCurrency1.JPG

The currency is assigned based upon the client's system.

To check which type of client you are working with, check the Clients > Settings.  To do so, click “Clients” tab, select your client, click the “Settings” icon. 

(see the sample Clients > Settings page below showing the Client Type "CSM")

COLL-ClientCSM-NEW.jpg

  • If you are working with a client that uses CSM/TeamConnect:
    • The Currency on the Timekeeper page is assigned by the client in TeamConnect.  Contact your client if you need to update the currency for a specific timekeeper(s).
  • If you are working with a client that uses Lawtrac:
    • The Currency on the Timekeeper page is assigned at the time you assign the timekeeper to the Lawtrac client and will match the Admin > Settings > Billing Currency.  You may need to work with your client to change the currency.  Contact Collaborati Support if you need assistance.
  • If you are working with a client that uses eCounsel:
    • The Currency on the Timekeeper page is irrelevant.  eCounsel clients to do not accept Rate Requests.

Notes: 

Collaborati allows for one "currency" per timekeeper but this currency is tied to a client.  You can view that "currency" on the client's timekeeper authorization page. However, if there is more than one office for a timekeeper, that allow for an option.  
Here is a simple example, if Joe and Jane work in the "London" office and Jane works in the "Paris" office:

Joe could have a currency for the London office of GBP.
Jane could have a currency for the London office of GBP.
Jane could have a currency for the Paris office of EUR.
 

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