Timekeepers are the people who perform the actions that will be invoiced. To begin, complete the timekeeper rate template (attached to this article or from within CounselGO.) Then, fill it out with your timekeeper details and submit it to your client through CounselGO.
You will use the timekeeper_template_cg file to build the timekeeper rate file and save it as a .csv (comma separated value) file. Then, you can upload the rates for submission to the client.
A csv file is a plain text file that contains a list of data, which uses the comma character to separate data. Because of this you can have NO COMMAS in your actual content.
When timekeepers are enabled in SimpleLegal, the system can enforce the client's billing guidelines. That means, if an invoice is submitted with an unapproved rate, SimpleLegal can respond by flagging the invoice, auto-rejecting it, or zeroing out invoice line items. This can result in the client delaying approving and paying the invoice.
- To view and submit timekeepers, in CounselGO from the left navigation bar, click Timekeepers.
- Click the Submitted to Client tab.
- Click Download Template.
Here is an example of the file opened in Excel.
Reading the Template
The template includes 7 rows of information.
|1||Column names. Do not change the values in this row. This header row must be intact and not changed.|
Column descriptions. Use this information to guide how you build your timekeeper rate file.
Once you have read the instructions, delete the data on this row before building your timekeeper records.
Building Timekeeper Records
Add a row to the .csv file for each timekeeper. If the same timekeeper works at two separate rates, you'll add a row for each rate.
Once you have built the file and saved it, you'll upload it using the instructions here.
The upload may fail. If so, look at the construction of your .csv file for these possible errors. Correct them and attempt to upload the file again.
Verify the following items on the timekeeper template.
- Did you leave row 1 intact?
The header row must be present and the text not changed.
- Do you have commas in your content - maybe in the location?
Remove all commas from the content. For example, look for commas in your location field, like "Houston, TX". Remove all commas.
- Are the rate and rack rate in floating point format, with no commas?
Verify number Format, .00, no commas.
- Did you list the effective date in MM/DD/YYYY order?
The following items can result in low data integrity, but they will not cause the upload to fail.
- Did you clear rows 2 - 7 before building the rate table?
- For existing timekeepers, does each Timekeeper ID match what has already been uploaded to SimpleLegal?
Timekeeper ID is case sensitive.
- Is the Classification abbreviation standard?
- AS for associate
- LA for legal assistant
- OC for of counsel
- OT for other
- PT for partner
- Is proper three-digit currency code used?
The code must follow the ISO Code Currency Standards (e.g. EUR) Here is a list of ISO 4217 currency codes. See "Active Codes".
- For your US-based staff, did you include...
- a race/ethnicity?
- a veterans status?
- an email address?
Rebuild your .csv file following these guidelines and attempt to submit it again.
Contact Us: For additional help with CounselGO, please contact us at firstname.lastname@example.org. We are happy to help.