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Mitratech Success Center

Manually Submit Rate Requests

Guide to create rate requests includes helpful screen shots.  Includes examples of Rate Requests. See table of contents inside.

Information about submitting Timekeepers with Rates for New Timekeepers here

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.

Video Guide

 Link to Video: Submitting Timekeeper Rate Request

HOW TO SUBMIT A RATE REQUEST

To start creating your Rate Request:

  1. Hover over “Timekeepers” in the top menu bar
  2. Click “Rate Requests”  (this screen will show all the Office's Rate Requests and their status depending upon the Search filters)
  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: Matter Specific Rate

For a premium timekeeper rate which is matter specific (not needed for a rate that is lower than the default rate).

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

Choose: Timekeeper rate
Timekeeper: Select the Name from drop down
Type: Timekeeper Rate
Rate: the amount of the timekeeper’s rate (premium rate)
Start Date: should be the beginning of the client’s fiscal year (Optional)
End Date: should be the end of the client’s fiscal year (Optional)
Matter: Choose the matter number
Note: optional

Click "Add Item" button

Repeat for each entry

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.

RATE REQUEST: Office Rate

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.

Notes about Timekeeper Currency:  For existing timekeepers, the Currency on the Rate Request line item will default to the currency on the Clients > Timekeepers page.  If you are uploading a file with Rates, the Currency in the file must match this information.

View the Currency for a Timekeeper

  1. Select the Clients tab. The Clients screen opens.
  2. Click the third icon from the top on the left navigation menu (“Timekeepers”).
  3. Click "Select Office" to choose the correct Office from the dropdown menu.
  4. The list of timekeepers assigned to this client displays. The default currency displays under the Currency column.


COLL-TimekeeperCurrency1.JPG

More information about Timekeeper Currency here.