Configure Mapped Clients

eBillingHub pulls basic invoice information such as matter number, invoice number, time and expense entries from your Time and Billing System. Many clients or vendors require additional information. eBillingHub uses Extended Fields to supply this information. The extended fields are different depending on the client. Some extended fields are optional, either because the client's billing requirements indicate the field is optional, or because it is intended to override a default value. The ClientMatterId field is the most common extended field, and is almost always required. The other extended fields are almost always optional. If you are not sure whether an extended field is required, leave it unmapped and run an invoice for this client through the Billing Wizard validation. The validation errors will indicate any missing required fields. See Notes on Specific Extended Fields for more information about selected clients and vendors with special Extended Fields requirements.

In Map Client Extended Fields, you indicate what User Defined Field (UDF) in your system contains the information needed for an extended field. If you are not using a UDF to store this information in, then you will have the option to hardcode the values in, using the EBH Storage.

To Map Client Extended fields at the client level:

1. Open the Client Setups tab.
2. Click the Configure Mapped Clients link. The Configure Mapped Clients window displays.

3. Type the client information in the Filter Client By ID or Filter Clients By Name fields.
4. Click the client to select it.
5. Type the matter number in the Filter Matters By ID field.
6. Click the matter number to select it.
7. Click the Show Extended Fields link to display the list of fields required by this client and the location inside your Time & Billing system from where each of these fields will be obtained.

For example, in the above screen shot, when you select client 0000015, eBillingHub displays the extended fields for this client:

• The table on the left displays the extended fields for the template that the client is mapped to
• The table on the right displays the locations in your system where eBillingHub can extract user-defined information for the required fields.
• In the Filter Local Fields box, type the name of the extended field.

8. To map an extended field, do one of the following:

• On the left, click on an extended field (ex: ClientMatterId), then click the appropriate user-defined field in the UDF on the right where your firm is storing this information. eBillingHub will then pull the value you have stored in this location onto the file.
• Click to remove an association.

9. Optional:

• Click on a page number in the bottom right corner of the list to go to a different page.
• To copy an extended field map from one client and paste it to one or more other clients, see Copy and Paste Client Extended Field Mapping.

10. Click Save at top right when finished.

To Map Client Extended fields at the matter level:

1. Open the Client Setups tab.
2. Click the Configure Mapped Clients link. The Configure Mapped Clients window displays.

3. Click the client to select it.
4. Type the matter number in the Filter Matters By ID field or click on the matter number to select it.
5. Click the Show Extended Fields link to display the list of fields required by this client and the location inside your Time & Billing system from where each of these fields will be obtained.
6. Repeat steps 6-10 for mapping at the client level.

Note: When mapping at the matter level, you will want to re-map any fields that you had mapped at the client level, as these mappings will be cleared due to the fact that the matter level mappings override the client level mappings. For example, if you have the ClientMatterId mapped at the client level for a particular client, but you have a matter that requires an additional field to be mapped other than the ClientMatterId field, (i.e. InvoiceDescriptionOverride, ClientIDOverride), then you will want to map the additional field, but then re-map the ClientMatterId again for this matter as well.

Store Values in eBillingHub

eBillingHub offers the option to store information using our EBH Storage should you not be storing the required information in one of the UDF’s in your firm’s Time and billing System. This will allow you to hardcode the value for any extended field to pull over onto the file.

When mapping extended fields for a client, you can use a combination of both pulling the information from the UDF’s and EBH Storage.

1. Open the Client Setups tab.
2. Click the Configure Mapped Clients link. The Configure Mapped Clients window displays.
3. Click on a client and click the Show Extended Fields link to display the list of fields required by this client and the location inside your Time & Billing system from where each of these fields will be obtained.
4. Click in the Use EBH column for the extended field you want to map. The EBH Storage table displays.
5. In the EBH Storage table, type the value.
6. Click Save. The value is now the default used for any matter that has not been overridden.

See also:

Change the eBilling Recipient