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File specifications

Alternative Fee Arrangements (AFAs) file specifications

You can upload fee arrangements for law firms on matters using the AFA upload function.

Update specifications

You can update up to 2,000 firm fee arrangements with a single file. The matters can be of different types and the data for each fee arrangement doesn't have to be the same for each firm and matter which you're updating.
AFA update specifications
Header row label
Required
Description
MATTER TRACKER ID
Yes
This is a unique matter ID and available in Report Builder.
FIRM TRACKER ID
Yes
The firm's unique firm ID. Available in Report Builder.
FEE ARRANGEMENT TYPE
Yes
This is either entry in the Fee Arrangement Type table.
FEE ARRANGEMENT COMMENT
No
The fee comment for the firm.
PERFORMANCE BASED FEES WITHHELD %
Only when using performance-based success fee/holdbacks.
Use this field when using a performance-based success fee/holdback.
The following fields are only valid if:
  • FEE_ARRANGEMENT_TYPE = Capped fee or Fixed or flat fee and
  • MANAGEMENT_OPTION = MatterLifetimeCosts or BudgetWithOverRunCollar.
AFA update specifications
Field label
Required
Description
MATTER LIFETIME FEES
Only when FA MANAGEMENT OPTION FeesExenses
Valid entries >= 0
FEES AUDIT ACTION
Only when fees exceed MATTER LIFETIME FEES
Options:
  • 2, RedFlag, Red flag/warning
  • 3, Auto-reduce to fee arrangement amount, AutoReduce
  • 5, AutoReject, Auto-reject invoice
FEES REJECTION DESCRIPTION
Only when FEES AUDIT ACTION = AutoReject
Description when rejecting an invoice for fees exceeding MATTER_LIFETIME_FEES.
FEES EMAIL ALERT %
No
0 - 100 or blank
MATTER LIFETIME EXPENSES
No
Greater than or equal to 0 or blank.
EXPENSES AUDIT ACTION
When fees exceed MATTER LIFETIME EXENSES
Options:
  • 2, RedFlag, Red flag/warning
  • 3, Auto-reduce to fee arrangement amount, AutoReduce
  • 5, AutoReject, Auto-reject invoice 
EXPENSES REJECTION DESCRIPTION
When EXPENSES AUDIT ACTION = AutoReject
Description when rejecting an invoice for fees exceeding MATTER_LIFETIME_EXPENSES.
MANAGEMENT OPTION
No
Managing budgets/fees. If budget, all other entries ignored.
1, Budget
2, MatterLifetimeCosts, Matter Lifetime Costs
3, BudgetWithOverRunCollar, Budget with overrun collar
FIRM PORTFOLIO
Only valid if FEE ARRANGEMENT TYPE = Portfolio or Retainer
Option 1 - Exact name of the firm's portfolio.
Option 2 - Tracker ID of the firm's portfolio.
AUTO APPROVE AFA
Auto approve invoices with no audits or flags.
Accepted entries: checked (true) or unchecked (false)
FA MANAGEMENT OPTION
No
Managing fee arrangements:
  • 1, TotalCosts, Total Costs
    • 2, FeesExpenses, Fees & Expenses
MATTER LIFETIME TOTALCOSTS
Required when FA MANAGEMENT OPTION = TotalCosts
Accepted entries greater than or equal to 0
TOTALCOSTS REJECTION DESCRIPTION
Required when TOTALCOSTS AUDIT ACTION = AutoReject
Description when invoices rejected for total costs exceeding MATTER_LIFETIME_TOTALCOSTS
TOTALCOSTS EMAIL ALERT %
No
Accepted entries: 0 - 100 or blank

Fee arrangement type

Each law firm can have a fee arrangement related with a matter.
  • Field = FEE_ARRANGEMENT_TYPE
  • Entry option 1, option 2
    • Standard hourly rates, 1
    • Discounted hourly rates, 2
    • Blended hourly rates, 3
    • Fixed or flat fee, 4
    • Capped fee, 5
    • Contingency, 6
    • Prepayment, 7
    • Retainer, 8
    • Speedy pay discount, 10
    • Volume discount, 11
    • Performance-based success fee/holdback, 13
    • Other hourly rates, 99

This article applies to:

  • PRODUCT: Legal Tracker
  • Subject: Billing,Import
  • Audiences: Company