What is LEDES? It stands for Legal Electronic Data Exchange Standard and is used as a uniform standard for legal billing. The system uses clear definitions of codes which generates as a text file. It is commonly used for corporate clients.
To use LEDES, it first must be enabled for the firm. After configuring, LEDES can be used per client. You'll need a few things to get started:
- LEDES law firm ID. This is the value which goes into the LAW_FIRM_ID column.
- LEDES law firm tax ID. This is needed if using the 2000 format, but not 1998B
Enable LEDES Billing
Click on the gear (⚙️) icon located at the top right of your LeanLaw screen.
On the left menu, scroll down and select “LEDES” to enter the LEDES Billing section.
LEDES Billing Setup
Easily configure LEDES Billing in LeanLaw with these straightforward instructions, ensuring seamless management of billing files and codes:
LEDES Law Firm ID: Input your firm’s ID here, and it will automatically be assigned to the LAW_FIRM_ID column in all LEDES files generated. This identifier links all files directly to your firm. If you are using LEDES 98b format, this is where your Tax ID would go.
LEDES Law Firm Tax ID: Essential for the LEDES 2000 format; skip this if you’re using the LEDES 98b format (see above).
Default Invoice Description:
Automatic Labeling: If this field is left blank, invoices are automatically classified based on their status. Labels used are "Draft," "Interim" (also known as "Approved"), and "Final" (also known as "Open").
Custom Labeling: For a specific label across all invoices, input your preferred term here. This setting can be customized for individual matters within the LEDES tab, applicable only for users of the LEDES 98b format.
LEDES Code Sets: Select the code sets that will dictate the available codes for time entries and expenses. Default settings activate standard activity codes, expense codes, and litigation task codes.
Find the LOC Revised Timekeeper Classification Codes at LEDES.org
Note: If you are in need of a code set that is not listed in the settings page, please reach out to LeanLaw Customer Support at support@myleanlaw.com.
These settings are designed to optimize your billing operations, ensuring user-friendliness while adhering to LEDES standards. This organized approach guarantees that your billing processes are efficient and easy to manage.
How do I disable generalized codes?
You have a matter where generalized codes can't be used and need it off as an option. A generalized code is 100, 200, 300 etc. Under Settings > LEDES there is a box you can check to disable generalized codes. Be sure to hit the green save button.
➡️ This is a global setting and will apply across all LEDES matters. Now, if a user is creating an entry, a general code will be grayed out and cannot be selected as an option. ⬅️
How to Enable LEDES Billing for a Client
Once LEDES is enabled for your firm, you can configure it separately for each client. To do this, navigate to the matter and select the LEDES tab, where you will see two columns of settings.
Client Settings: Adjustments here apply to all matters associated with that client. Changes affect how LEDES settings are configured for all linked matters.
Detailed LEDES Settings Options
LEDES Format: Choose the file format for this client, such as LEDES 98b, LEDES 2000, or LEDES LSS (Legal Solutions Suite).
LEDES 98b: This format lists "Tax on Expenses" and "Tax on Services" when taxes have been applied to line items in QuickBooks Online. Please note, that variable tax codes, such as those commonly used in Canada, are not supported with this format.
Required Codes: Marking activity and/or task codes as "required" means time entries or expenses cannot be created for this client unless these codes are included.
Default Invoice Description: The INVOICE_DESCRIPTION field is initially set automatically by LeanLaw but can be manually overridden for the client or specific matters.
LEDES Client Matter ID: This ID, typically provided by your client, will be included in the LEDES file in the CLIENT_MATTER_ID column.
LEDES Law Firm Matter ID: By default, this field contains the matter reference from LeanLaw, or the matter name if no reference exists. You may also provide a custom value here.
This configuration ensures precise control over LEDES settings at both the client and matter levels, facilitating compliance and customization according to specific billing requirements.
Assigning LEDES Codes to Time Entries and Expenses
After LEDES is activated for a matter, you can incorporate activity and task codes into your time entries. To do this, select the LEDES-enabled matter in your time entry window, and then either type to search for a code or choose one from the dropdown menu.
When adding expenses, you'll have the option to select from LEDES codes after choosing an LEDES-enabled matter in the "Add Expense" window. This guarantees that all entries are accurate and adhere to LEDES standards.
Want to learn how to add attachments to your LEDES expenses? Check out our Expense Attachments guide.
How to Generate a LEDES File
Downloading a LEDES File from a Draft Invoice:
1. Navigate to the Billing tab in LeanLaw.
2. Select "Drafts" from the left-hand menu.
3. Click on the draft invoice you want to open.
4. At the bottom of the opened draft, click the LEDES button (highlighted by red arrow). This will download the LEDES file for you to upload to your client.
Downloading a LEDES File from a Finalized Invoice:
1. Navigate to the Manage Invoices section within the Billing tab of LeanLaw.
2. Select the checkbox next to the invoice you wish to download in LEDES format.
3. Scroll down to the bottom of the page, then click the dropdown arrow next to "Deliver" and choose "LEDES."
4. This action will generate the file, and it will be downloaded through your browser.
Note: When an invoice is sent to QuickBooks, the LEDES file is automatically attached. This enables you to email both the invoice and the LEDES file directly to your client, ensuring they receive all necessary documentation together.
