Trackops offers the capability of exporting invoices to LEDES format, for integration into certain vendor payment systems.
LEDES Compatibility Options
Before configuring your LEDES export inside Trackops, there are several items you may want to review to ensure compatibility with your third party system:
Timekeeper Classification Codes
You can optionally specify a LEDES Timekeeper Classification Code for each of your staff (Staff > Staff List) by editing their staff profile and entering a valid LEDES timekeeper code in the Classification Code field. If this field is blank, the system will use a default/generic timekeeper code.
When configuring your LEDES export add-on (see below) you will choose which type of Timekeeper Preference you wish to use. The most granular (and most common) choice is to use the Line Item Staff option. This option will allow you to configure the timekeeper on each line of the invoice.
Note: You may wish to configure your Line Item Staff Display via your General Finance Settings
Tax Rate Types
By default Trackops uses the name of the tax rate as the tax type in your LEDES exports. However, some integrations may require a specific set of tax type codes that may differ from the names you want your staff to use inside Trackops. You can easily override the tax type setting for each of your tax rates in your tax rate configuration (Settings tab).
Item Codes (Activity Codes)
Trackops offers the ability to set up item codes for use on your invoice line items. The item code selected on each line item determines the Task Code that is applied to that line in your LEDES export. Use a valid LEDES activity code to properly represent the task code.
Note: You may wish to Show Item Codes on your invoices via your General Finance Settings.
Invoice Item Classification Codes (Expenses vs Fees)
By default, all charges on Trackops invoices are treated as a Fee in respect to LEDES classification. You can alter this behavior by configuring your Invoice and Expense Items, and setting a valid LEDES expense code in the Classification Code field for each item. When an expense code is is detected, your LEDES export will charges using these items as an Expense instead of a Fee.
Enabling and Configuring your LEDES Export
To enable LEDES exports in your system, first click Settings, and then Addons & Integrations. From here, choose the LEDES export that you would like to enable. If you're unsure, check with your client to see which format they prefer.
LEDES 1998B Export (Text)
Click on the LEDES 1998B Export.
- Enabled: "Yes" to enabled this feature, "No" to disable this feature.
- Timekeeper Preference: Determines which user is credited/responsible for the invoice.
- Firm ID: The name of the company you wish to appear in your export files. Leave this blank to use the name that appears on your system.
- Formatted Invoice Numbers: When enabled, the system will include invoice numbers with formatting (e.g. INV-12345). When disabled, the system will simply use the invoice number itself (e.g. 12345).
Once you have enabled and configured your LEDES 1998B settings, save the form.
LEDES 2.0/2.1 Export (XML)
Click on the Ledes 2.0 Export or Ledes 2.1 Export.
- Enabled: "Yes" to enabled this feature, "No" to disable this feature.
- Timekeeper Preference: Determines which user is credited/responsible for the invoice.
- Vendor ID: The unique identifier that your client uses to differentiate you from other vendors. Typically your FEIN or other form of tax ID is used for this purpose.
- Firm ID: The name of the company you wish to appear in your export files. Leave this blank to use the name that appears on your system.
- Formatted Invoice Numbers: When enabled, the system will include invoice numbers with formatting (e.g. INV-12345). When disabled, the system will simply use the invoice number itself (e.g. 12345).
Exporting Invoices sing your LEDES Integration
Now that the LEDES export is enabled and configured, click the Invoices tab, and then Invoice List. Next, filter your invoice list with the parameters you want to export.
Tip: Use the Advanced search options (right side of the search form) to filter the list by a date range, or other specific criteria.
Once the list is filtered how you want it, click the Export button and then select the proper LEDES export from the list.
Once you've initiated the export, your browser downloads a LEDES compatible import file that you can use to import in 3rd party software.
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