If your firm's billing platform is not yet supported as a direct integration, fear not, you can manually bulk import clients and matters directly into Billables AI. This process allows you to efficiently migrate your client and matter data without manual entry, ensuring your records are accurate and up-to-date from the start.

Bulk upload billing codes via .csv file

Billables AI supports the import of the following fields via a template .csv file:

1. Required fields

   1. Client

   2. Matter

2. Optional fields

   1. Client_Code

   2. Matter_Code

   3. Matter_Description

   4. External_Client_Id

   5. External_Matter_Id

   6. Non_Billable

   7. User_Emails

   8. Task_Code_Required

   9. Activity_Code_Required

   10. Expense_Code_Required

   11. Status

   12. Open_Date

To upload:

1. Go to the Billing Codes page and click Bulk Upload Codes.

2. Download the template.

3. Fill in your billing codes using the downloaded template.

4. Save your completed template as a CSV or Excel file and upload it into Billables.

Manually Enter Billing Codes

An alternative to bulk upload, this is a good workflow for uploading or adjusting billing codes on a one-off.

To manually add new clients and matters directly to Billables AI:

1. Select Add Billing Codes.

2. You will be prompted to select or add a client:

3. If you are adding a new client, type the client name, click the blue Add button and complete the billing code setting.

FAQs

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

Billables AI automatically de-duplicates your entries, ensuring only new billing codes are added. Existing codes spelled the exact same are recognized, so duplicate codes are not created.

How do I change a client or matter name?

If you want to make changes to an existing client or matter, we recommend manually updating on the Billing Codes page instead of uploading a spreadsheet.

When uploading a CSV template, Billables AI will only de-duplicate clients and matters if they are spelled exactly the same. If you previously uploaded a matter named "John Doe Case" then changed the name to "Jon Doe Case" and re-uploaded, it will create a new matter instead of replacing the original.

Is there any automation I can leverage for this process? 

For enterprise engagements, we may be able to establish a custom automation to sync billing codes through email export from your practice management system.

To learn more about this, please reach out to our sales team at hello@billables.ai