Profile Emails Overview

Like any other user of an ebilling vendor site, when eBillingHub sends an invoice to a recipient, email responses come back to eBillingHub. The types of emails that come back to eBillingHub depend upon the vendor and client.

In a process called profiling, eBillingHub reads these emails and attempts to determine if the email is related to a particular invoice.

If the eBillingHub profiling relates an email to an invoice, eBillingHub:

• Updates the status of the invoice to ebilled if the email indicates an acceptance of the invoice
• Updates the status of the invoice to rejected if the email indicate a rejection of the invoice
• Forwards the email to the person that submitted the invoice and to users that have their User Profile options set to receive all emails. For more information, see Change the eBilling Emails that are Forwarded to Me.

If the eBillingHub profiling does not relate an incoming email to an invoice, eBillingHub:

• Does not update the status of any invoice.
• Forwards the emails to users that have their User Profile options set to receive Blanket emails or all emails. For more information, see Change the eBilling Emails that are Forwarded to Me.

The profiling module allows users to:

• Search incoming emails in a specified date range for a keyword in the subject or sender
• Review an exception list of unprofiled emails and relate them to one or more invoices.
• Forward one or more emails to specified users.

To enter the profiling module, select Profile Emails from the Tracking menu at the top of the page.

An email that has not been profiled is indicated by in the results list.

To profile an email:

1. Click next to the email. If the email has not already been profiled, no affected invoices are listed.

2. Enter search criteria for an invoice in the Add New Invoice section at the top of the window. If this email has already been profiled for another invoice, the affected invoices are listed.

3. Click Add Invoice to add another invoice.

4. Click next to Firm Invoice # to open a search criteria window.

5. Enter search criteria for Invoice number, part of a matter name, or matter number.

6. Click Search to start the search. A list of search results displays.

7. Click on the left next to the invoice you want to relate to this email. A message displays while the invoices are being updated. When the update is completed, the Affected Invoices window displays.

8. Select the status ebilled or Rejected from the drop-down list.

9. Type the tracking number if you would like to record a tracking number.

10. Click Update to complete the process. The following processes occur:

• The invoice status will be updated to the status you have selected.

• The email status will be updated to profiled.

• The invoice will be added to the email as an affected invoice.

11. Do one of the following:

• Click Add Invoice to add another affected invoice to this email.

• Click the red X at top right to close.

Note: eBillingHub does not forward any emails based on the newly profiled status. See Forward an Email for steps on forwarding emails to eBillingHub users.