Configure Free Form Email Clients

The Configure Email Settings window allows users to map a client in your Time and Billing system to the eBillingHub Free Form email client. This mapping enables you to handle invoice submissions by email when the client requires a format other than a supported LEDES format, or requires attachments to the invoice (such as expense reports). This mapping also lets you specify a list of recipients for the invoice, and optionally, a list of recipients for invoices associated with a particular matter.

Note: Some vendors are already set up in eBillingHub with invoice attachments capability. The supported vendors list displays a green check mark in the Attachments column for vendors with this capability. displays for invoices in the Billing Wizard and Quick Invoice validation step when this feature is available.

Scenarios where you would want to map a client to the Free Form email client include:

• An invoice needs to be sent via email as a LEDES-formatted file with attachments.
• An invoice needs to be sent via email as a LEDES-formatted file to specific email recipients.
• An invoice needs to be sent via email in a format not supported in eBillingHub with or without attachments.

Note: eBillingHub does not generate the non-LEDES formatted invoice file. For example, if your client requires invoices in Portable Document Format (.pdf), you must create that file using a program external to eBillingHub and then attach it to the invoice email.

Open the Configure Email Setting window:

1. Open the Client Mapping.
2. Search for the client in your Time and Billing system that you want to map. You can enter all or part of the client name, or the entire client number as search criteria.
3. Click Search. A list of all clients from your Time and Billing system that match your search criteria displays.
4. Click the name of the client that you want to map in the list.
5. Type Free Form in the Clients Supported by eBillingHub field, and then click Search.
6. Select a Free Form Email from the Supported Clients list. The Configure Email Setting window displays with three sections:

To configure email settings for a client:

1. Open the Configure Email Settings window.
2. In the Catalog section, do the following:

• From the Catalog Client drop-down list, select a client. A Catalog Client is a client for which eBillingHub uses a custom format or special formatting on a LEDES file. The Catalog Client list includes a generic email catalog and any customized formats supported by eBillingHub.
• From the Bill Format drop-down list, select a format for the invoice data. Invoices for the client will be submitted in this format when they are processed in the Billing Wizard or Quick Invoice.

Note: If you intend to send an invoice in a format already created by your firm (such as a .pdf or .docx) and do not want to use a file generated by eBillingHub, select the No Ledes File option.

• Select the BCC Submitting User check box to send a copy of the email sent to the client to the eBillingHub user who processes the invoice through eBillingHub. This helps verify and keep track of all submitted emails and attachments.

eBillingHub displays the email address for all known recipients for that client.

3. In the Recipients and Message Content section:
4. To add an additional email recipient, type the email address of the recipient in the Email Address field and click Add Recipient.
5. Edit the text of the Subject field. The default text for this field places the relevant invoice number and your law firm name in the subject line of the invoice email.
6. Edit the text of the Body field. The default text for this field places your law firm name, relevant invoice number and a confidentiality statement in the body of the invoice email.

4. Optional: In the Matter Recipient Overrides section:

• Type the matter number in the Create Matter Override field and then click Add New Matter. The matter displays in the Edit Existing Matter Override List box. Do this for every matter if you want the same recipient(s) to receive the email.

Note: eBillingHub does not validate the matter number.

4. In the field to the right of the Edit Existing Matter Override List box, type the email address for the recipient and click Add Recipient. The address is added to the recipient list.
5. Click Save to save the email setting. A confirmation message displays.
6. Click Close and then click Save on the Map Clients window. Once the mapping is saved, you'll be able to add attachments in the Billing Wizard and Quick Invoice validation step.