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Set up an AI-powered administrative billing audit

Company System Administrators can do the following to set up an AI-powered administrative billing audit:
  1. Select
    Settings
    ,
    LEDES invoice audits
    , then
    Administrative Billing
    .
  2. Go to
    Administrative Billing Audits
     and select
    Red flag/warning
    .
  3. You can exclude specific matter types, matters, or vendors from the audit as needed.
  4. This audit can detect administrative billing, including:
    • Administrative and clerical tasks
      • Administrative and clerical tasks encompass a range of essential support functions. A significant portion involves document and file management, including the creation, organization, maintenance, and distribution of files and records through various means like photocopying, scanning, and electronic filing. This also includes data entry, word processing, and basic proofreading, but explicitly excludes work involving substantive legal analysis or decision-making. Financial and billing operations, such as preparing and processing invoices or managing budgets and accruals, also fall under this category. Furthermore, scheduling and coordination are key components, covering calendaring deadlines, arranging meetings and depositions, and managing travel logistics.
      • Beyond these core functions, administrative duties include correspondence management, which involves tasks like obtaining records, reviewing certain client communications, and contacting courts for updates, though any task requiring substantive legal knowledge or strategic judgment is excluded. IT and technical support, such as system maintenance, software set up, and data handling, are also considered administrative. Other supportive activities can range from picking up and delivering materials to specific staffing-related tasks not directly tied to substantive legal work. Finally, preparing internal reports like matter profiles and status updates is an administrative function, as long as these reports don’t contain substantive legal opinions or strategic advice.
    • Travel
      • Travel tasks include the time and associated expenses of moving to or from locations necessary for legal services provided to the client.
      • Time spent working on the client matter while traveling is not defined as travel.
    • Intra-office communication
      • Intra-office communication encompasses various internal exchanges within a law firm or legal service provider. These range from routine operational communications like emails, internal meetings, and the conveyance of directions to staff, to formal strategy sessions. This category also includes any form of intra-office conference, whether oral or written, the use of file memoranda for sharing instructions, messages, or schedule changes, and discussions concerning routine administrative or procedural matters. Even communications that don’t directly advance a client’s specific case or legal position are considered part of this internal dialogue.
      • Intra-office communication also extends to crucial team strategy meetings concerning complex legal matters or significant legal events. Furthermore, the scope of internal communication and coordination includes operational aspects such as the management of financial and billing processes. This involves activities like preparing, reviewing, or processing invoices, as well as managing and entering matter budgets and accruals, all of which require internal dialogue and teamwork.
  5. Items matching these categories will be flagged by the Administrative Billing audit and displayed in the Issues section of the invoice.
  6. Select the flagged item to view its details.
  7. Use the dropdown to accept the line or go to the Fees table to make any adjustments.
  8. Since this audit is configured to raise a red flag, you won't be able to approve the invoice until you clear the audit by adjusting or accepting each flagged line.

This article applies to:

  • PRODUCT: Legal Tracker
  • Subject: Invoices
  • Audiences: Company

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