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Importing Billing Codes via Email

How to import your clients and matters into Billables AI using an email update system.

Billing codes are a firm’s list of clients, matters and corresponding codes. This is the source of truth that Billables matches activities to - it can be a list of clients, cases, projects, etc. 

Do you use Clio, MyCase, SurePoint or LeanLaw? If so, use the Billing Integration to automatically sync your clients and matters. You can enable this directly on the Integrations page. 

Billables supports auto-ingestion of billing codes through email automation. This path is recommended for those who have a large, continually updated pool of clients and matters that are used by the organization.

How it works

  1. Firm generates a spreadsheet of clients and matters, formatted according to the Billables template (xls or csv okay).

    1. Client is the only required field - all others are optional.

    2. Every line requires a client listed in the ‘client’ column. Click here for a sample template.

    3. The terminology for clients, matters, cases, etc may vary depending on firm and practice management software. If you need help figuring out which field should map to the Billables template, reach out to us.

  2. The formatted CSV is emailed to Billables via a designated email address - e.g. firmname-codes@billables.ai

    1. To set up a custom email address and automated ingestion, reach out to support@billables.ai

    2. We’ll need to know which email addresses are authorized to make updates to your billing codes

  3. All the billing codes from the spreadsheet will populate in the Billing Codes page in users’ Billables AI accounts.

    1. Users can Favorite their most frequently used clients and matters to improve activity matching.

 

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Worth noting

  • Billing Code imports can be sent as often as needed and updates will apply in near real-time.

  • You can upload lists including matters that have been uploaded before - Billables will de-duplicate and only add the new matters.

    • Note: If you change the spelling or punctuation of any previous client matters, this will be viewed as a new matter.

  • Only users who have signed up for a Billables account at the time of email send will get the billing codes uploaded. If a user signs up afterward, simply re-send the email and it should apply to the new firm user (without creating duplicates for existing users).

Billing Code FAQs

What happens if I upload a new list of billing codes that includes previously existing codes?

Only new billing codes will be added to your billing code list. Previously existing codes (so long as they are spelled the same) are de-duped so you won’t have multiples of the same codes.

 

What if I don’t use codes in my billing?

No worries - the only field we require is Client. Client Code, Matter and Matter Code are all optional fields.