Firm/Vendor Notification of Change: Communication #1

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The first communication to firms and vendors should include the benefits of the change and set expectations of what is to come and from whom.

Subject: IMPORTANT: Upcoming change in [Client] billing practices

Dear [Client] Firm or Vendor,

As part of our effort to improve the way we do business with you we are implementing an ebilling system in which our firms must use the Collaborati eBilling Portal, a product of Mitratech, to submit invoices. These changes are designed to provide greater visibility, accessibility, and efficiencies in the way we approve and process invoices.

These changes will occur in [Month] with more detailed information to follow. Your cooperation is essential to ensure your invoices are processed promptly to avoid late or missed payments.

Key benefits of Collaborati:

•Faster approvals process, leading to earlier payments

•Reduces the likelihood of misrouted and lost invoices

•Improves visibility into costs/budgets for each matter

Please anticipate the following:

•[Client] eBilling Guidelines which outline our expectations on submitting invoices using Collaborati

•A startup email from Mitratech Support with instructions to set up Collaborati. Once onboarded, you will be able to submit invoices for each of the matters that you are assigned with [Company Name].

•While setting up your Collaborati information you will be required to acknowledge the end user license agreement (EULA) detailing usage fees. These fees are calculated as a percentage of the annual invoicing volume.

• Please note, the figures shown in the EULA are shown for the purposes of example and there will be multiple thresholds to determine the rate at which your firm is charged. [Client] 's firms/vendors will be invoiced [X%] of qualifying invoice activity of over [$X]. No fees apply to annual activity that falls below [$X]. Annual fees that fall between [$X] and [$X] will be subject to a flat fee of [$X].

Please do not hesitate to reach out if you have any questions and we are very much looking forward to our continued partnership.

Best,

[Company Name]