InvoiceIQ Installation and Configuration Guide v1.1

Prerequisites

Before you install the InvoiceIQ Module, enable Interactive grids on your instance.

Note: InvoiceIQ recommendations are displayed on the line items only if the interactive grids is enabled. The Interactive Line Item block should be in the users object view. For more information on how to enable interactive line item in TeamConnect, refer to the link.

Introduction to InvoiceIQ

InvoiceIQ has been introduced to bring machine learning to the Invoice Review process. There are two key parts to the InvoiceIQ process. First, invoices lines are reviewed by the model and categorized according to our proprietary MitraCodes. Second, the rules engine allows for recommendations to be made where categories are not consistent with the clients billing guidelines. The diagram below shows the high level process.

InvoiceIQ High level workflow diagram

When an invoice goes into workflow, a scheduled action sends the line items to the recommendation engine. The line items are then updated with the categorization and confidence. The recommendation rule then checks the codes for recommendations to be applied. Invoice lines can be adjusted or a warning displayed giving the review the option to make an adjustment on review.

Apart from the categorization on the line items, the product offering will also include a set of GC and AGC dashboards which will provide an overview in the current billing practices for the outside counsel and the internal reviewers and a compliance dashboard giving 100% visibility into the legal spend.

MitraCodes

MitraCodes are Mitratech’s proprietary list of 40 codes for categorizing activities and expenses. These codes are the core of the Invoice IQ module. These are designed to provide granular information about where resources are being spent. MitraCodes are not designed to replace UTBMS codes. Instead, they are designed to be an objective classification of activities. Because timekeepers frequently do not use UTBMS codes consistently, MitraCodes provide consistency.

Fee or Expense	Mitratech Activity Categorization	Activity Code	Definition
Expense	Communication	Telephone	All costs associated with telephone communications (including video-conferencing costs) (e.g., long distance, video conference, conference call, telecommunications)
Expense	Communication	Delivery Services / Messengers	All costs associated with overnight or specialty courier and/or messenger services including, but not limited to, Federal Express, UPS, Airborne Express, DHL, Express Mail
Expense	Communication	Postage	Postage costs (except Express Mail which is covered under Delivery Services / Messengers, above.)
Expense	Manage Data/Files	Copying	Any and all types of in-house copying including, but not limited to, photocopying, word processing laser prints, in-house printing, binding, or electronic imaging services
Expense	Manage Data/Files	Records Retrieval/Storage	All expenses associated with data, file or records archiving, storage and retrieval, including, but not limited to, Recordtrak charges; costs of obtaining medical, police, SSA, and DMV/MVA records; and the costs of implementing and maintaining e-discovery.
Expense	Process	Service of Process	Expenses associated with service of process, including fees and mileage costs
Expense	Research	Research – Legal	Expenses associated with the cost of legal research (including LexisNexis & Westlaw charges)
Expense	Research	Research – General	Expenses associated with the cost of all non-legal research including, but not limited to, on-line research, records research, and purchase of books or things for research purposes
Expense	Third Party Costs	Outside Duplicating	All expenses associated with a product prepared outside the law firm by a third party at the law firm's request including, but not limited to, large copy jobs, color copies, enlargements/reductions, printing, binding, redacting, Bate stamping, graphics, visual aids, duplication of video or audio tapes (other than video depo or trial transcripts), imaging, scanning, production/duplication of digital media
Expense	Third Party Costs	Filing Fees	All court costs and fees including, but not limited to, filing fees, court costs, subpoena issuance fees, docket fees, and copies or certification of court documents
Expense	Third Party Costs	Subpoena Fees	Out-of-pocket disbursements for the preparation of and follow-up on non-records related subpoenas; also for subpoena services that are bundled or non-specific in nature.
Expense	Third Party Costs	Witness Fees	Fees and costs associated with any non-expert deposition or trial witness, including statutory appearance fees and mileage or travel expenses paid to the witness
Expense	Third Party Costs	Deposition/Trial Transcripts	All costs associated with deposition, trial or hearing transcripts including, but not limited to, court reporter fees, copies of transcripts, audio transcripts, videographer fees, videotaped transcripts, and certification charges
Expense	Third Party Costs	Legal Support Vendors	Specialty litigation support services (rather than product) including, but not limited to, limited web hosting, IT or other technical services; Law Bulletin, CourtAlert or other case monitoring services; tax and accounting services; and translation services
Expense	Third Party Costs	Experts	All expenses associated with expert witnesses including, but not limited to, expert fees, travel, meals, research, expert investigation, on-site inspections, and consulting fees
Expense	Third Party Costs	Arbitrators/ Mediators	All expenses associated with arbitration and/or mediation, including, but not limited to fees paid to arbitrators or mediators and arbitration filing fees
Expense	Third Party Costs	Local Counsel	Fees and costs paid as an out-of-pocket disbursement by outside counsel for work performed by a third-party law firm most often retained for specialized or limited services. Note: This category was formerly called 'Flat Fee' but has been renamed to avoid confusion with non-itemized fees invoiced by outside counsel.
Expense	Travel	Travel	All travel expenses, local and out-of-town (does not include meals) (e.g., mileage, parking, tolls, car rental, hotel, airfare, taxi, gratuities)
Expense	Travel	Meals	All itemized expenses associated with meals
Expense	Vague Entries	Uncategorized Costs	All expenses that do not fall within one of the other expense groups or which cannot be determined because of vague or missing itemizations
Fee	Attendance	Appear / Attend – General	Attendance at non-specific events, conferences, meetings, strategy sessions, interviews, or site inspections.
Fee	Attendance	Appear / Attend – Depositions	Actual time taking or defending a deposition / examination before trial, including telephonic depositions.
Fee	Attendance	Appear / Attend – Court	Actual time in court (including hearings, pretrial, status conferences, and docket calls), or formal appearances before other governmental authorities.
Fee	Attendance	Appear / Attend – Mediation	Actual time spent attending mediations, arbitrations, settlement hearings, and settlement conferences in court.
Fee	Block Billing	Block Billing	All bundled activities that are submitted without time or with incorrect time increments.
Fee	Communication	Communicate	All methods of verbal or electronic voice communications including phone calls, telephone conferencing, voice mail, and discussions
Fee	Communication	Correspondence	All activities relative to the drafting, revising, review and analysis of paper or electronic correspondence including letters, transmittal or instructional memos, e-mail, and facsimiles (e.g., draft, revise, review, prepare, send, respond )
Fee	Draft/Revise	Draft / Revise	All activities to prepare a written product (other than paper or electronic correspondence)
Fee	Manage Data/Files	Manage Data/ Files	All activities that are more of a file maintenance nature (includes docket management, updating charts, indexes, logs, collecting and assembling documents, Bates stamping, redacting, compiling notebooks)
Fee	Plan-Prepare	Plan & Prepare	General All activities performed in preparation for non-specific events, conferences, meetings, strategy sessions, interviews, or site inspections.
Fee	Plan-Prepare	Plan & Prepare – Depositions	All activities performed in preparation for taking or defending depositions or examinations before trial (including file review, drafting examination outlines, witness preparation, pre-deposition conferencing)
Fee	Plan-Prepare	Plan & Prepare – Court	All activities performed in preparation for court, trial, hearings, or formal appearances before other governmental authorities (including, but not limited to, file review; creating or revising visual aids, drafting examination outlines and opening and closing statements).)
Fee	Plan-Prepare	Plan and Prepare - Mediation	All activities performed in preparation for mediation, arbitration, formal settlement conferences or hearings in court, and/or before other governmental authorities (including, but not limited to, file review; creating or revising visual aids, drafting examination outlines and opening and closing statements).
Fee	Process	Process	All activities associated with service of process, filing documents with a court or other governmental office (Secretary of State, Patent and Trademark Office)
Fee	Research	Research – General	All research that is not legal (e.g., general records searches, UCC searches, real property searches, civil / criminal records searches, business / credit / employment histories, searches relative to expert witnesses)
Fee	Research	Research – Legal	All research re: case law, statutory law, legal opinion, or legal topic (includes LexisNexis, Westlaw, Shepardizing)
Fee	Review/Analyze	Review / Analyze	All activities involving review and/or analysis (other than in preparation for court, trial, mediation, arbitration, or depositions; or review and/or analysis of paper or electronic correspondence)
Fee	Supervise	Supervise	Performing supervisory or managerial tasks, including, but not limited to, supervising, managing, administering, overseeing, training, instructing, organizing, handling, observing, directing, delegating, coordinating, and arranging (other than where specified in preparation for court, trial, mediation, arbitration or depositions; or review and/or analysis of paper or electronic correspondence).
Fee	Travel	Travel	Travel to or from (including travel relative to court, trial, mediation, arbitration or depositions)
Fee	Vague Entries	Uncategorized Fees	Fees billed for any activity that does not fall within the previous categories or which cannot be determined because of vague or missing itemizations.
Other	Unknown	Unknown

Important Considerations

Some clients allow for small invoices with no issues to be automatically approved without review. The rule for categorizing invoices runs for invoices that are in workflow. Therefore if there are invoices which are automatically approved, they will not be categorized. If there is a desire for these invoices to be categorized, then a “background approver” process should be implemented.

InvoiceIQ Module Installation

Follow the below instructions to install the InvoiceIQ Module on your instance:

Navigate to Available Updates in the Admin tool.
Select the install link for InvoiceIQ.
Once the module is installed, restart your TeamConnect Instance.
After the restart, add the appropriate users to the InvoiceIQ Admin group.

Note: Navigate to Admin > Admin Settings > About > Instance Information and verify the installed products to confirm the module installation on your instance.

The data warehouse also needs to be updated with the new fields that were added to the Invoice Line Item object.

For hosted clients, please put in a ticket to support.
For on premise clients, please refer to the data warehouse installation instructions.

InvoiceIQ Module Configuration

Follow the below steps to configure the InvoiceIQ Module in order to get insights and recommendations on the invoice line items:

Once the module is installed. Add the admin users to InvoiceIQ Admin group to allow access to InvoiceIQ objects. The user/admin will be able to see the InvoiceIQ tab on the global navigation menu bar.

If there are any errors for Product instance or Training instance, they will display when you click on the Test connection tab.
Clients reach out to support, and whoever manages the Production environment needs to access Chiron to generate API keys.

Make sure the connection is Established for InvoiceIQ Model and Training Connect.
Set the Threshold values - Threshold values indicates the probability range that the prediction should be classified as low, medium or high (Values range from 0 to 1)
Default Values:
- Low Prediction Threshold: 0.5
- Medium Prediction Threshold: 0.65
- High Prediction Threshold: 0.85
  Note: It is not recommended that these defaults be modified without a thorough understanding of Invoice IQ.
Set MitraCode rules - The rule can be configured to recommend, adjust or reject on line item as per configuration.
Example:
Note: There is a validation rule that prevents having multiple lines with the same MitraCode.
- Select Type : Fees/Expense
- Select MitraCode: Manage Data/ Files
- Select Action on Line Item: Recommend
- Select Percentage: 10%
- Enable the rule.
  
  Note - there is a validation rule that prevents having multiple lines with the same MitraCode.
Edit MitraCode rules - Click the pen icon to edit the rule for each line item. Modifications can be made to the following items:
- Type
- MitraCode
- Action on line Item
- Reduce by Percentage
  Once done with the modification, click Ok and then click ‘Save & Close’ or ‘Save & view’.
  
  Mitracode Rule Configuration Example Use Cases
  
  This section discusses some specific examples of implementing MitraCode rules for specific billing guidelines.
  
  Example 1 - The billing policy states that expenses for legal research, such as Lexis Nexis on-line usage fees are not allowed. This can be done by defining a MitraCode rule as follows:
- Type = ‘Expense’
- MitraCode = ‘Research - Legal’
- Action on the Line Item = ‘Reject.’
  
  Note - The categorization model distinguishes between Legal Research and General Research. Therefore, clients need to have a second MitraCode rule that rejects “Research - General."
  
  Example 2 - The billing policy states that time spent for Travel is not compensable. This requires a rule as follows:
  - Type = ‘Fee'
  - MitraCode = ‘Travel’
  - Action on Line Item = ‘Reject’
Remove MitraCode rules - Mark the checkbox to select the line item and click one of the following options:
- Remove- To remove the line item, if it is no more relevant
- Enable - To enable the line item, if it is disabled.
- Disable - To disable the line item, if it is enabled.
  
  And then click ‘Save & Close’ or ‘Save & view’.
Run scheduled actions to receive prediction, insights and recommendation
To run scheduled actions, click InvoiceIQ Tab > InvoiceIQ Settings > Scheduled IIQ sync.

Recommended to schedule the action for every 5 mins. After running scheduledaction, open the invoice which is in workflow from the Finance tab.

Once the configuration is complete, Users can see the insight and recommendation on line items based on rules configured. And the rules would work only for new Invoices.

How to add insights and Recommendations:

Go to Teamconnect portal > setup.
In the new popup window, Go to Object definitions > click Line Item under Invoices.
Click the Search view tab and select Interactive line items.
From the Results Display tab, add or modify the Insights or Recommendations.
Go to Object definitions > click Line Item under Invoices.
Click the Object views tab and select Line Item / Dispute and Transaction Invoice .
You can add or modify Interactive line Item block from there. You can also see other line item blocks there.

For TeamConnect 6.3.5 environments, It will be necessary to have an additional script run in order for the Insights and Recommendations to be displayed on the invoice line items. If the environment is hosted, work with Support for the following scripts to be applied to the environment.

update y_obj_search_display set interactive_grid_style = 'color: #f68c2b' where display_key = 'Detail_LNI$__DetailTextValue_MLActionReccomended';

update y_obj_search_display set interactive_grid_style = 'color: #f68c2b' where display_key = 'Detail_LNI$__DetailTextValue_MLInsights';

As with all database scripts these should be applied to non-production environments before they are applied to production environments.

How to Enable Interactive Line Item on Invoice Object in TeamConnect?

To enable interactive line item, follow the below steps:

Login to TeamConnect as a system administrator and click the Setup Menu button in the top right corner of the screen.
Click the Go To... drop-down menu and select Object Definitions.
Click Invoice object.
Navigate to the Object Views tab.
Select Interactive Line Items from the drop-down list and click add button.
Save and Close the setup tool.
Restart the TeamConnect instance.
Note: Installing the TeamConnect for the first-time, contact Services team to enable this feature.

Note for the Services: If adding the new block for a new client, a New Tab Configuration will need to be created for the New Invoice block.

How to download the dashboard (.dash) files?

Generally, Services should provide these to the client as part of the initial implementation, along with the report integration files. In addition, if you have access to it, you can download it from Medusa.

When you don't have access to Medusa, you can raise a support ticket with a request for the desired dashboards, and someone from support will provide them. And then follow the process for installing these in the TCBI environment. The installation package contains scripts that need to apply to TCBI. For hosted clients, this requires work by hosting. The Script and the location for placement are in the instructions.

For more information about configuring embedded dashboards, please refer to this link .
For more information on how to import dashboard files, please refer to this link.

InvoiceIQ dashboard

To get an InvoiceIQ dashboard, TCBI is a prerequisite.

For more information on General Counsel(GC) InvoiceIQ dashboard, refer to the link.
For more information on Assistant General Counsel(AGC) InvoiceIQ dashboard, refer to the link.
For more information on the MitraCodes Summary dashboard, refer to the link.