How to enable LEDES billing; How to enter activity and task codes for time and expenses; How to download invoices in LEDES format

Fred Willerup avatar
Written by Fred Willerup
Updated over a week ago

How to enable LEDES billing for your firm

LEDES is enabled in the LEDES Billing page of your firm settings.

A screenshot of the LEDES Billing page with the enabling flipper indicated

More settings

Within the LEDES Billing page of your firm's Settings, there are also options that control how LEDES files are generated and what codes are available:

  • LEDES Law Firm Id: This value will be your firm's ID in the LAW_FIRM_ID column for all LEDES files created in LeanLaw.

  • LEDES Law Firm Tax Id: This value is required if you are using the LEDES 2000 format, but not used for LEDES 98b.

  • Default Invoice Description: When left blank, the INVOICE_DESCRIPTION column will be set depending on what state the invoice is in. Draft invoices are marked as "Draft", approved invoices are marked "Interim" and invoices submitted to QuickBooks are marked "Final".

    If a value is provided in this field, the invoice description will be set to that value. For example, setting this field to "Interim" will mark all invoices as "Interim". This value can be changed for individual matters as well, in that matter's LEDES tab. (LEDES 98b format only.)

  • LEDES Code Sets: Your selection of code sets determine which codes are available for time entries and expenses. Standard activity and expense codes as well as litigation task codes are enabled by default.

How to enable LEDES billing for a client matter

Once enabled for the firm, individual clients can be enabled individually for LEDES. You can find this option under the matter and the LEDES tab:

A screenshot of a matter's LEDES tab

There are two columns of settings, Client Settings and Matter Settings. As indicated by their names, changing anything in Client Settings will change the LEDES settings for all matters connected to that client. Changing anything in Matter Settings will affect only the matter you're viewing.

  • LEDES Format: Specifies whether the files generated for this clients are LEDES 98b format, LEDES 2000 XML, or another format.

  • Required Codes: If activity and/or task codes are marked as "required", it will not be possible for users to create time entries for this client without those values set. Same for expenses.

  • Default Invoice Description: The INVOICE_DESCRIPTION field is set automatically by LeanLaw, but can be overwritten here for either the client or for the matter

  • LEDES Client Matter Id: Typically provided by your client which will be included in the LEDES file in the CLIENT_MATTER_ID column

  • LEDES Law Firm Matter Id: The field LAW_FIRM_MATTER_ID will by default have the matter reference from LeanLaw, or the matter name if no reference exist. Alternatively you can provide an value here.

Assigning LEDES Codes on time entries and expenses

Once LEDES is enabled for a matter, all time entries you create for that matter will include activity and task code selections, as seen below.

A screenshot of the time entry creation window with LEDES codes indicated.

Note that if you begin typing while a LEDES code's dropdown bar is open, you can search for task codes. Alternatively, you can select them from the list.

LEDES codes will also show up in expense creation, as seen below.

A screenshot of the expense creation window with LEDES codes indicated.

Generating a LEDES file

You can generate a LEDES file from a draft invoice or a finalized invoice.

To generate a LEDES file from a draft, click the draft to open it. When the draft is open in LeanLaw, there will be a LEDES button at the bottom. Simply click on the LEDES function as shown by the red arrow below. It will create a downloaded LEDES file (red square) that you can upload to your client.

A screenshot of a draft invoice with the LEDES button indicated.

Alternatively, you can generate a LEDES file from a finished invoice through the QuickBooks page in Billing. Just click the triple dot on the right side of the invoice and select LEDES.

A screenshot of the QuickBooks page with indications for creating a LEDES file

When the invoice is sent to QuickBooks, we also attach the LEDES file to the invoice. This allows you to also e-mail the invoice to the client and the LEDES file will be attached:

A screenshot of an invoice in QuickBooks, indicating the attached LEDES file

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