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Invoices

Troubleshoot LEDES Posting Issues

The topics below describe how to troubleshoot duplicate invoices, client and matter numbers in an invoice that Tracker cannot match to a matter, and invoices that do not comply with the format of the LEDES 1998B standard.

Invoice Is a Duplicate

Tracker has certain audit rules to identify duplicate invoices. For example, if you try to save a duplicate invoice, an error message displays to indicate there was an error saving the invoice, and the description would be something like: "The submitted file contains an invoice having Invoice Number ‘37942.’ An invoice with this number has already been posted by Lawyer, Greg on 6/1/2019 to matter Smith v. XYX Corp. The Tracker system does not allow you to post an invoice with a duplicate invoice number. Please correct this problem and then resubmit your invoice."
There is nothing wrong (and the law firm does not need to do anything further) if the law firm already submitted the invoice. For example, a firm bulk posts a file with multiple LEDES invoices and some of the invoices in the bulk file were already posted by the firm. The results of the bulk file show that the invoices were already posted.
If the law firm does not believe that they already submitted the invoice, then the law firm should review the error message and the previous invoice referenced in the error message. If, after review, the law firm still believes that the invoice is not a duplicate, then the law firm should contact the client's Tracker Coordinator.

Tracker Cannot Match the Firm Client and Matter Number in the Invoice with a Matter

There are several possible reasons why Tracker cannot match the firm client and firm matter number in your invoice to a matter in Tracker. To resolve this issue, the law firm user trying to post the invoice should access
Matter #s
 then review the list of matters. If the matter is not listed, contact the attorney at your firm in charge of the matter to notify the attorney that the matter has not been created in Tracker. If the matter is listed but the firm client and matter numbers displayed in Tracker are not an exact match of the firm client and matter numbers in your LEDES-formatted invoice, then you must edit the firm client and matter number.
note
If you post LEDES-formatted invoices, the client number and matter number must be an exact match of the client and matter number in your LEDES invoices. When entering client and matter numbers:
  • Zeros (0) must be included for the numbers to match. If your invoice includes a matter number of 0001 but the matter number you entered in Tracker is 1 then the matter numbers are not an exact match. If the numbers are not an exact match, you will not be able to post invoices to the matter using SpeedPost.
  • The client number must be included in the Client Number field even if the client number is included in the Matter Number field. The client and matter number fields in Tracker must be an exact match of the data in the firm's invoice. In many situations, a law firm's invoice will have the client number and the matter number in the Matter Number field. For example, the following table shows a client number of 10034 and a matter number of 00012.
    Invoice Number
    Client Number
    Matter Number
    Other fields
    48372
    10034
    10034-00012
    ...
  • It is not an issue if the matter number data in the invoice is output this way. However, the client and matter number fields in Tracker must be an exact match of the data in the firm's invoice. In the example above, the firm must specify a client number of 10034 and a matter number of 10034-00012.

Invoice Does Not Comply with the Format of the LEDES Standard

Occasionally, the law firm's time and billing system generates an invoice with errors. Tracker includes a comprehensive LEDES format auditing tool that identifies problems and provides specific solutions. With each error message, Tracker provides a help link to explain the action the law firm needs to take to correct the error.
note
Tracker makes every effort to explain LEDES invoice format errors and solutions. However, Tracker does not provide support for errors generated by the law firms' time and billing systems. Occasionally, a firm user may erroneously state that he issue is with Tracker. For example, a firm user prints a copy of the invoice and the printed version looks acceptable. That does not mean that the LEDES-formatted invoice is acceptable, because the method the time and billing system used to generate a LEDES invoice is different than the method used to generate the printed version.

This article applies to:

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