1. Smokeball Support Hub
  2. Getting Started
  3. Step 1: Preparing to move to Smokeball

Using the Data Import tool in Smokeball

Updated

Plan_BillBoostGrowProsper.svg

Get started on your Smokeball journey by importing all essential contact and matter data from your previous legal software or other sources.

What can be imported?

  • Staff
  • Contacts
  • Matters / Leads
  • Matter / Lead Tags (only available on Grow & Prosper+ plans)
  • Matter Roles (only available on Grow & Prosper+ plans)
  • Matter Critical Dates (only available on Grow & Prosper+ plans)
  • Matter Archive Details (only available on Grow & Prosper+ plans)
  • Matter Opening Balances
  • Activity Types
  • Unbilled Time/Fee Entries
  • Unbilled Expense Entries
  • Invoices
  • Invoice Line Items
  • Memos (not available on Bill plan)
  • Tasks (not available on Bill plan)
  • Calendar Events (not available on Bill plan)

A full list of supported fields can be found here.

Step 1: Preparing your source data

Prepare your source data to ensure a smooth upload and import process. To get started:

  1. Export the above-listed data from your previous software into any of the following file types:
    • CSV (comma-separated values)
    • XSLX (Microsoft Excel 2007 and later)
    • XLS (Microsoft Excel 97 to 2003)
  2. Follow the Preparing your source data for import article.

We recommend importing only relevant/active data, for example, minimising importing items such as "Closed" Matters / Leads and "Completed" Tasks where possible.

Step 2: Starting a new import

Once your data has been formatted as per the recommendations outlined in Step 1, you are ready to upload it to Smokeball.

  1. Select the gear icon in the lower-left corner of the Smokeball Web App, then select Data Import.
  2. Select New import.
  3. Choose the items to include in the import, then click Proceed.
  4. Select Upload under the data you wish to import into Smokeball.
  • Note: Some data types are unavailable (greyed out) until prerequisite data is uploaded and clear of errors.
  • Selecting Cancel import will discard all data under this import, allowing you to start over.

Once an import has been created, it will appear on main screen as In-Progress.

You can come back to this at any time before submitting the import.

Step 3: Mapping columns

Once a file has been uploaded, it is time to map the columns you have in the file with Smokeball's data columns.

  1. Select the row that is the header row in your source data. This step will be skipped if the tool can automatically detect the header row.
  2. Click Next.
  3. You will now be presented with the Map columns window. Under the Destination Columns section, use the drop-down menu to select a suitable destination field for each uploaded column.
    • The Sample Data column displays a preview of data from the corresponding column in the source data. (e.g. the Sample Data for the 'Last Name' column will extract Last Names from your source data).
    • The tool may automatically map some columns that it thinks will match with your data. You can change this by choosing another option from the Destination Columns drop-down menu.
    • Select Suggest mappings (not always available) at the top of the table to use AI-generated recommended mappings. We recommend reviewing the suggestions before proceeding.
  4. Click Next once done. You may only proceed if all Required Columns have been mapped. 

An error message may appear if a required column has not been mapped, indicating the problem column that needs to be mapped. 

image017.png

If your source file does not contain a column that can be mapped to a "Required" Smokeball column, the following actions will need to be taken:

  1. Close the mapping view.
  2. Open your source data file (in Excel or similar) and add a column that can be used to map to the "Required" Smokeball column (the column name does not need to match the Smokeball column name).
  3. Re-upload the source file and proceed to map the columns.

Have issues with mapping columns? Review Preparing your source data for import to fix common pitfalls, then re-upload your file.

Step 4: Reviewing the uploaded data

Once mapping has been completed, all the data will be presented in a table. This view points out any validation issues in the data and allows you to edit the fields directly before saving the upload.

Any errors in the data are highlighted in red.
Any warnings in the data are highlighted in yellow.

The right-hand panel also shows a summary of all errors and warnings. Where a suggested fix is available, you can select Fix formatting errors to fix multiple errors in a column in bulk.

Click on the counter filter to filter the view by rows containing specific issues.
Click again to clear the filter and show all the data.

Some other useful tips to help navigate and edit data:

  • Filter tabs to the top right of the data to show clean rows/rows with issues.
  • "Find and Replace" button 
  • Keyboard shortcuts:
    • Ctrl + Z = undo
    • Shift + arrows = select cells
    • Backspace or Delete = delete value from cell(s)
    • Ctrl + F = find a value

Additional rows can also be added directly from this view using the "Add Row" Button.

From this screen, you can Save a file upload.

You can save with errors and warnings still present and, if required, come back to continue fixing later. All errors must be fixed before the overall import can be submitted.

The Data Import screen will show a summary of any errors and warnings still present in the data.

At this point, you are free to close the tool and resume the in-progress import later.

To make any further adjustments, select Edit to reopen the uploaded data.

The overall import cannot be submitted until all data types are clear of errors (the import can be submitted with warnings). Refer to the summary of import errors from the import screen.

Repeat the above steps for every data type you wish to upload.

Matters / Leads & Matter / Lead Types

If importing Matters, an additional selection is required when uploading your Matter source file to indicate if you are importing matters within your firm's state only, or also other states.

The selection made here will dictate the Smokeball Matter Types shown to you when you reach the Matter Type mapping stage, where you will map your input Matter Types to those supported in Smokeball.

When mapping your input Matter Types to Smokeball Matter types, some Smokeball Matter Types have multiple "acting for" options, for example, Insurance Coverage - Insured and Insurance Coverage - Insurer. Where this is the case, you will see various options available for selection in the Smokeball Matter Type dropdowns and can select the most suitable choice.

In the above example, "IL" is the state, "Civil" is the matter type category, "Insurance Coverage" is the matter type, and "Insured" is the "acting for" role.

TIP: When mapping matter types, expand the column widths to get a better view of the dropdown options.

Step 5: Submitting the import

Once you have uploaded, mapped, and fixed all outstanding errors in all the data types to be imported, select Submit import.

Once an import is submitted, it cannot be reversed. Please ensure all data is in the desired format.

On the Data Import screen, the import status will change from In-progress to Submitted.

Once the import has been validated, the status will change to Loading.

Then Complete, and your data now resides in Smokeball.

Clicking "View summary" will show a count of data included in the import.

Troubleshooting

Validation

Once an Import has been submitted, if further validation issues are identified in the data, the status of the import will change to Failed Validation. A downloadable error file will be available to indicate the problem data, allowing you to re-open the current import, fix and any issues, then resubmit it.

Failed records

If an import completes but some records failed to load into Smokeball, the status of the import will be Complete and a downloadable error file will be available to indicate the failed records and reason for failure. Using the error file, a subsequent import can be performed for the failed records.

Unexpected

Once an Import has been submitted, if an unexpected system issue occurs, the status of the import will change to Failed Validation. If this is the case, please contact Support via the top right help (?) icon.

I need help with formatting and mapping my data.

Refer to Preparing your source data for import if you encounter any issues with mapping columns in the Data Import tool.

Supported Fields

Staff
Column Name Required/Optional? Notes
Staff ID 
 Required This is a unique identifier used for a Staff Member. This ID will not be visible in Smokeball and is an internal identifier only.
Title 
Optional 
  
First Name 
Required 
  
Middle Name Optional   
Last Name
Required 
  
Initials 
Optional 
  
Email Address 
Required 
Must be unique 
Current Staff
Required 
 Is the staff member current/active (yes/no)
Contacts
Column Name Required/Optional? Notes
Contact ID Required A unique identifier used for a Contact. This ID will not be visible in Smokeball and is an internal identifier only.
Type Required 
 		 Must be a "Person" or "Company" (Firm/Business/Organization). If not provided, where possible, this will be auto populated.
Full Name Optional

This field should not be mapped in conjunction with First Name/Middle Name/Last Name.

If used for mapping, the import tool will automatically split the full name out to First name, Middle name, Last name, or Company name.
Title Optional Title of the Contact
First Name Required if Type is "Person"

This field should not be mapped in conjunction with Full Name.

Less than 200 characters
Middle Name Optional

This field should not be mapped in conjunction with Full Name.

Less than 200 characters
Last Name Optional

This field should not be mapped in conjunction with Full Name.

Less than 200 characters
Suffix Optional  
Company Name Required if Type is "Company"

For "Company" type records, the name of the contact goes here.

For "Person" type records who are associated with a company/organisation, enter the associated company name here, as well as the person's name (in full name OR first/middle/last name).

Less than 200 characters.
Doing Business As Name Optional Optional. Can be used if a Company contact has a business name that differs to the company name.
Job Title Optional Job Title of the Contact.
Phone Optional Phone of the Contact (applicable to both `Person` and `Company` contacts).
Work Phone Optional Work phone of the Contact (applicable to `Person` contacts only).
Cell Phone Optional Cell Phone of the Contact  (applicable to `Person` contacts only).
Fax Optional Fax number for the Contact
Birthday Optional MM/DD/YYYY
Birth City Optional The birth city of the contact. Field not available on the Bill and Boost plans.
Birth State Optional The birth state of the contact. Field not available on the Bill and Boost plans.
Birth Country Optional Birth country of the contact. Field not available on the Bill and Boost plans.
Date of Death Optional Date of death (MM/DD/YYYY). Field not available on the Bill and Boost plans.
Death City Optional The city of death of the contact. Field not available on the Bill and Boost plans.
Death State Optional The state of death of the contact. Field not available on the Bill and Boost plans.
Death County Optional The county of the contact's death. Field not available on the Bill and Boost plans.
Death Country Optional Death country of the contact. Field not available on the Bill and Boost plans.
Gender Optional  
E-mail Address Optional

Can take multiple (; separated).

Less than 255 characters.
Full Street Address Optional This field can be used if your input address data has multiple address parts (e.g. street/city/state/zip/country) combined on one line/in the same cell.
Care Of Optional Care Of details for the Address of the Contact.

This field should not be mapped in conjunction with Full Street Address.
Street Address Line 1 Optional Street Address Line 1.

This field should not be mapped in conjunction with Full Street Address.
Street Address Line 2 Optional Street Address Line 2.

This field should not be mapped in conjunction with Full Street Address.
City Optional City for the Address of the Contact.
State Optional State for the Address of the Contact.
Zip Optional Zip Code for the Address of the Contact.
Country Optional Country for the Address of the Contact.
Full Mailing Address Optional This field can be used if your input mailing address data has multiple address parts (e.g. street/city/state/zip/country) combined on one line/in the same cell.
Mailing Address Care Of Optional Care Of details for the Mailing Address of the Contact.

This field should not be mapped in conjunction with Full Mailing Address.
Mailing Address Line 1 Optional Mailing Address Street Line 1.

This field should not be mapped in conjunction with Full Mailing Address.
Mailing Address Line 2 Optional Mailing Address Street Line 2.

This field should not be mapped in conjunction with Full Mailing Address.
Mailing City Optional City for the Mailing Address of the Contact.
Mailing State Optional State for the Mailing Address of the Contact.
Mailing Zip Optional Zip Code for the Mailing Address of the Contact.
Mailing Country Optional Country for the Mailing Address of the Contact.
Full Registered Agent Address Optional Only valid for Company contacts. This field can be used if your input Registered Agent address data has multiple address parts (e.g. street/city/state/zip/country) combined on one line/in the same cell.
Registered Agent Address Care Of Optional Only valid for Company contacts. Care Of details for the Registered Agent address of the Contact.

This field should not be mapped in conjunction with the Full Registered Agent address.
Registered Agent Address Line 1 Optional Only valid for Company contacts. Registered Agent Address Street Line 1.

This field should not be mapped in conjunction with Full Registered Agent Address.
Registered Agent Address Line 2 Optional Only valid for Company contacts. Registered Agent Address Street Line 2.

This field should not be mapped in conjunction with Full Registered Agent Address.
Registered Agent Address City Optional Only valid for Company contacts. Registered Agent Address City
Registered Agent Address State Optional Only valid for Company contacts. Registered Agent Address State
Registered Agent Address Zip Optional Only valid for Company contacts. Registered Agent Address Zip
Registered Agent Address County Optional Only valid for Company contacts. Registered Agent Address County
Registered Agent Address Country Optional Only valid for Company contacts. Registered Agent Address Country
Full Forwarding Address Optional This field can be used if your input Forwarding address data has multiple address parts (e.g. street/city/state/zip/country) combined on one line/in the same cell.
Forwarding Address Care Of Optional Care Of details for the Forwarding address of the Contact.

This field should not be mapped in conjunction with the Full Forwarding address.
Forwarding Address Line 1 Optional Forwarding Address Street Line 1.

This field should not be mapped in conjunction with Full Forwarding Address.
Forwarding Address Line 2 Optional Forwarding Address Street Line 2.

This field should not be mapped in conjunction with Full Forwarding Address.
Forwarding Address City Optional Forwarding Address City
Forwarding Address State Optional Forwarding Address State
Forwarding Address Zip Optional Forwarding Address Zip
Forwarding Address County Optional Forwarding Address County
Forwarding Address Country Optional Forwarding Address Country
Notes Optional Notes for the Contact. Field not available on the Bill and Boost plans.
Additional Notes Optional This column can be used to map additional (one or more) input columns to the `Notes` field. All data mapped to this column will be combined into a single Notes field in Smokeball (separated by a new line).
EIN Optional Employer Identification Number (applicable only to company type contacts). Field not available on the Bill and Boost plans.
Registered Date Optional The registered date for the contact (applicable only to company type contacts). Field not available on the Bill and Boost plans.
Registered State Optional The registered state (applicable only to company type contacts). Field not available on the Bill and Boost plans.
Registered State ID Optional The registered state ID (applicable only to company type contacts). Field not available on the Bill and Boost plans.
Registered Country Optional The registered country, if not US (applicable only to company type contacts). Field not available on the Bill and Boost plans.
Other Names Optional Other names for the Contact. Field not available on the Bill and Boost plans.
Marital Status Optional The marital status of the contact. Field not available on the Bill and Boost plans.
SSN Optional Social Security Number. Cannot be populated for the same contact in conjunction with ITIN. Field not available on the Bill and Boost plans.
ITIN Optional Individual Taxpayer Identification Number. Cannot be populated for the same contact in conjunction with SSN. Field not available on the Bill and Boost plans.
Alien Number Optional Alien Number. Field not available on the Bill and Boost plans.
Registration Number Optional Registration Number (applicable only to person type contacts). Field not available on the Bill and Boost plans.
Registration Authority Optional Registration Authority (applicable only to person type contacts). Field not available on the Bill and Boost plans.
Driver's License Number Optional Driver's License Number. Field not available on the Bill and Boost plans.
Driver's License State Optional Driver's License State. Field not available on the Bill and Boost plans.
Medicare Number Optional Medicare Number. Field not available on the Bill and Boost plans.
Country Of Citizenship Optional Country Of Citizenship. Field not available on the Bill and Boost plans.
Nationality Optional Nationality. Field not available on the Bill and Boost plans.
Passport Number Optional Passport Number. Field not available on the Bill and Boost plans.
Passport Issue Date Optional Passport Issue Date (MM/DD/YYYY). Field not available on the Bill and Boost plans.
Passport Country Of Issue Optional Passport Country Of Issue. Field not available on the Bill and Boost plans.
Passport Expiry Date Optional Passport Expiry Date (MM/DD/YYYY). Field not available on the Bill and Boost plans.
Tags Optional Tags for the Contact. Accepts multiple (; separated).
Not available on Bill or Boost
LEDES Client ID Optional

The UTBMS LEDES Client ID for the Contact.

This Client ID will carry over to any Matter involving the Contact.
Unique Company ID Optional This field is only relevant to Person Contacts and can be used instead of "Company Name" when there are multiple Companies in the import file with the same name, and you need to link one of them to a Person.
Matters
Column Name Required/Optional? Notes
Matter ID Required Unique identifier used for Matter. This ID will not be visible in Smokeball and is an internal identifier only.
Matter Number / Reference Optional  
Matter Description Optional  
Matter Status Required  
Branch Name Optional The Branch Office that the Matter relates to. Branch locations can be configured in the firm settings of your Account. Configured branches will then be available for selection.
Date Opened  Required MM/DD/YYYY
Date Closed Required if matter status = "Closed" MM/DD/YYYY
Matter Type Required

Matter type information should be included in this file, and you will then have the opportunity to map them to Smokeball Matter Types after uploading your Matters file.

When mapping your matter types to Smokeball matter types, some Smokeball Matter Types have multiple "acting for" options, for example, Insurance Coverage - Insured and Insurance Coverage - Insurer. Where this is the case, you will see various options available for selection in the Smokeball Matter Type dropdowns and can select the most suitable choice. Select who you represent the majority of the time.

Matter Type can be used to assist in choosing the correct matter type.
Billing Type Optional  Picklist of supported Smokeball Billing Types.
Attorney Responsible Email Optional  Email address of the staff member. This staff member must exist in Smokeball, or the staff import file for the current import.
Primary Person Assisting Email Optional Email for the Primary Person Assisting on the Matter. If supplied, a staff member with this email address must exist in Smokeball, or the Staff import file for the current import.
Other Person(s) Assisting Email Optional Email(s) for the Other Person(s) Assisting on the Matter (accepts multiple, & separated). If supplied, a staff member with this email address must exist in Smokeball, or the Staff import file for the current import.
Primary Originating Attorney Email Optional Email for the Primary Originating Attorney on the Matter. If supplied, a staff member with this email address must exist in Smokeball, or the Staff import file for the current import.
Other Originating Attorney(s) Email Optional Email(s) for the Other Originating Attorney(s) on the Matter (accepts multiple, & separated). If supplied, a staff member with this email address must exist in Smokeball, or the Staff import file for the current import.
Client ID or Email

Required

Can take multiple (separate entries with "&")

 Contact ID or Email of the Client for the Matter. Must exist in Smokeball, or the contact import file for the current import.
Other Side ID or Email

Optional

Can take multiple (separate entries with "&")

 Contact ID or Email of the Other Side for the Matter. Must exist in Smokeball, or the contact import file for the current import.
Other Sides Attorney ID or Email Optional Contact ID or Email of the Other Sides Attorney for the Matter. Must exist in Smokeball, or the contact import file for the current import.
Debtor ID or Email Optional Contact ID or Email Address of the Contact to use as the default Debtor (accepts a maximum of three, & separated). A Contact with this ID or Email must exist in Smokeball, or the Contact import file for the current import. Populate if you wish to set the default debtor for future invoices to a contact other than the Client of the Matter.
Tags Optional

Tags for the Matter. Accepts multiple (; separated). Tag colours will be applied at random during import, but can be edited later in Smokeball.

(only available on Grow & Prosper+ plans)
Archived Optional

Indicate if the Matter is Archived (Yes/No). If set to 'Yes', archive and destroy dates are required. To be archived, the status of the Matter must be Closed or Cancelled.

(only available on Grow & Prosper+ plans)
Archive/Box Number Optional

The archive or box number

(only available on Grow & Prosper+ plans)
Archive Location Optional

The archive location

(only available on Grow & Prosper+ plans)
Archive Comment Optional

Comments relating to the archive

(only available on Grow & Prosper+ plans)
Archived Date Optional

The archive date (MM/DD/YYYY). Required if the Matter is marked as archived.

(only available on Grow & Prosper+ plans)
Destroy Date Optional

The destroy date (MM/DD/YYYY). Required if the Matter is marked as archived.

(only available on Grow & Prosper+ plans)
LEDES Firm ID Optional

The LEDES Firm ID for the Matter.

The number assigned to your firm by your client for uploading your eBilling invoices. This typically, but not always, will be your firm's Employment Identification Number. 
LEDES Matter ID Optional

The LEDES Matter ID for the Matter.

This is how your firm identifies the matter.
LEDES Client Matter ID Optional

The LEDES Client Matter ID for the Matter.

This is how your client identifies the matter. Most commonly, the Client Matter ID will be the claim number.
LEDES Timekeeper classifications Optional Select the UTBMS classification setting for Matter (If left empty, and other LEDES data is imported, this will default to the current Firm Settings option for Timekeeper Classifications).
Deleted? Optional Defaults to "No" unless supplied otherwise.
Matter Tags
Column Name Required/Optional? Notes
Matter ID or Number
 Required The Matter ID or Number of the associated Matter. Must exist in Smokeball, or the matter import file for the current import.
Tags Required

Tags for the Matter. Accepts multiple (; separated).

Note: Tag colours will be applied at random during import, but can be edited later in Smokeball.
Matter Roles
Column Name Required/Optional? Notes
Matter ID or Number
 Required The Matter ID or Number of the associated Matter. Must exist in Smokeball, or the matter import file for the current import.
Contact ID or Email
 Required Contact ID or Email of the Contact to use for the role. Must exist in Smokeball, or the contact import file for the current import.
Role Name
Required 
 The name of the role (e.g. 'Child', 'Judge', etc.). Depending on the Smokeball Matter Type chosen for each Matter, predefined supported roles will be available for selection; however, custom role names are also supported.
Matter Critical Dates
Column Name Required/Optional? Notes
Matter ID or Number
 Required The Matter ID or Number of the associated Matter. Must exist in Smokeball, or the matter import file for the current import.
Date Field Required

The name of the critical date field.

If the supplied field is not supported, a suggested list of supported critical dates will be provided based on the matter type for each matter.

Supported fields can be browsed in the following report: Supported Date Fields Report
Date Value
Required 
 The date for the corresponding critical date field (MM/DD/YYYY).
Matter Archive Details
Column Name Required/Optional? Notes
Matter ID or Number
 Required The Matter ID or Number of the associated Matter. Must exist in Smokeball, or the matter import file for the current import.
Archived Required Indicate if the Matter is Archived (Yes/No). If set to 'Yes', archive and destroy dates are required. To be archived, the status of the Matter must be Closed or Canceled.
Archive/Box Number Optional The archive or box number
Archive Location Optional The archive location
Archive Comment Optional Comments relating to the archive
Archived Date Optional The archive date (MM/DD/YYYY). Required if the Matter is marked as archived.
Destroy Date Optional The destroy date (MM/DD/YYYY). Required if the Matter is marked as archived.
Opening Balances
Column Name Required/Optional? Notes
Matter ID or Number Required The ID or Number of the Matter associated with the Opening balances. Must exist in Smokeball, or the matter import file for the current import.
Opening Operating Balance ($) Optional The Opening Operating Balance of the Matter ($) - e.g. "1500.50" or "800.00" or "0.00" or "123.00"
Opening Operating Balance Date Required if balance is above zero The date used for the Matter opening Operating balance (MM/DD/YYYY).
Opening Credit Balance ($) Optional The Opening Credit Balance of the Matter ($) - e.g. "1500.50" or "800.00" or "0.00" or "123.00"
Opening Credit Balance Date Required if balance is above zero The date used for the Matter opening Credit balance (MM/DD/YYYY).
Opening Trust Balance ($) Optional The Opening Trust Balance of the Matter ($) - e.g. "1500.50" or "800.00" or "0.00" or "123.00"
Opening Trust Balance Date Required if balance is above zero The date used for the Matter opening Trust balance (MM/DD/YYYY).
Activity Types
Column Name Required/Optional? Notes
Code Required A code used for the Activity (between 2-5 characters). Must be unique.
Type Required The type of activity (Fixed Fee, Time Based, Expense).
Description Required A short description of the Activity.
Rate ($) Required The rate ($) of the Activity - e.g. "100.50" or "500.00" or "0.00"
Duration (Hours) Required if Type = Time Based If type = "Time Based", the duration of the Activity in hours - e.g. "1.0" or "1.5" or "2.0" (if not set, will default to 1.0 in Smokeball).
Quantity Required if Type = Expense If Type = "Expense", the quantity of the Activity - e.g. "1.0" or "1.5" or "2.0" (if not set, will default to 1.0 in Smokeball).
Cost Type Optional If type = "Expense", indicate if the cost type is Hard or Soft (defaults to "Hard" in Smokeball if left empty).
Unbilled Time & Fees
Column Name Required/Optional? Notes
Matter ID or Number Required The ID or Number of the Matter associated to the entry. Must exist in Smokeball, or the matter import file for the current import.
Staff Email Required Email address of the staff member associated with the entry. A staff member with this email address must exist in Smokeball, or the Staff import file for the current import.
Date Required The date of the entry (MM/DD/YYYY)
Type Required The type of entry (Fixed Fee or Time Based).
Activity Code Optional

Optional. Must match a Code from an Activity Type in Smokeball, or the Activity Type import file for the current import.

Assigning an activity code to an entry will not override/set other entry details (description, rate, duration etc).
UTBMS Activity Code Optional Optional. Cannot be combined with Activity Code (if UTBMS is used, Activity Code must be empty and vice versa). UTBMS Activity Code cannot be specified without a UTBMS Task Code. UTBMS Task Code can be specified without a UTBMS Activity Code.
UTBMS Task Code Optional Optional. Cannot be combined with Activity Code (if UTBMS is used, Activity Code must be empty and vice versa). UTBMS Activity Code cannot be specified without a UTBMS Task Code. UTBMS Task Code can be specified without a UTBMS Activity Code.
Subject Required A short Subject description of the entry.
Description Optional Description for the entry
Rate ($) Required The rate ($) of the entry - e.g. "100.50" or "500.00" or "0.00" (defaults to 0.00 if left empty).
Duration (Hours) Required if Type = Time Based If type = "Time Based", the duration of the entry in hours (allows 5 decimal places for precision). Must be equal to or above 0.01.
Billable Required

Yes/No.

Indicate if the entry is billable (defaults to "Yes" if left empty).
Waived Required

Yes/No.

Indicate if the entry is waived/written-off (defaults to "No" if left empty).
Unbilled Expenses
Column Name Required/Optional? Notes
Matter ID or Number Required The ID or Number of the Matter associated to the entry. Must exist in Smokeball, or the matter import file for the current import.
Staff Email Required Email address of the staff member associated with the entry. A staff member with this email address must exist in Smokeball, or the Staff import file for the current import.
Date Required The date of the entry (MM/DD/YYYY)
Activity Code Optional

Optional. Must match a Code from an Activity Type in Smokeball, or the Activity Type import file for the current import.

Assigning an activity code to an entry will not override/set other entry details (description, rate, quantity etc).
UTBMS Activity Code Optional Optional. Cannot be combined with Activity Code (if UTBMS is used, Activity Code must be empty and vice versa). Only one UTBMS Code can have a value (UTBMS Activity Code or UTBMS Task Code or all empty).
UTBMS Task Code Optional Optional. Cannot be combined with Activity Code (if UTBMS is used, Activity Code must be empty and vice versa). Only one UTBMS Code can have a value (UTBMS Activity Code or UTBMS Task Code or all empty).
Subject Required A short subject description of the entry.
Description Optional Description for the entry
Rate ($) Required The rate ($) of the entry - e.g. "100.50" or "500.00" or "0.00" (defaults to 0.00 if left empty).
Quantity Required The quantity of the entry - e.g. "0.5" or "1.5" or "2.0"
Billable Required Yes/No. Indicate if the entry is billable (defaults to "Yes" if left empty).
Waived Required Yes/No. Indicate if the entry is waived/written-off (defaults to "No" if left empty).
Cost Type Optional If type = "Expense", indicate if the cost type is Hard or Soft (defaults to "Hard" in Smokeball if left empty).
Invoices Basic
Column Name Required/Optional? Notes
Invoice Number Required Must a be unique number with no leading zeros.
Debtor ID or Email Required

The ID or Email of the Contact who is the debtor on the Invoice (accepts multiple, & separated). Three maximum.

Must exist in Smokeball, or the contact import file for the current import
Matter ID or Number Required The Matter ID or Number of the associated Matter. Must exist in Smokeball, or the matter import file for the current import
Issue Date Required

The Invoice Issue Date (MM/DD/YYYY).

Will also be used as the date for Fee/Expense line items.
Due Date Required The Invoice Due Date (MM/DD/YYYY).
Title Required Title text for the Invoice. 255-character max.
Subtitle Optional Subtitle text for the Invoice. This will appear under the main Title. 255-character max.
Notes Optional Footer notes for the invoice. This text will appear at the bottom of the invoice.
Total ($) Required

Overall Invoice Total (must match the combined amount of "Fee Total ($)" and "Expense Total ($)").

Must be above 0.00 - e.g. "1500.50" or "800.00" or "123.00".
Fee Total ($) Required

Must contain a value (even if 0.00).

Must be above 0.00 if "Expense Total ($)" = 0.00

Fee portion amount - e.g. "1500.50" or "800.00" or "0.00" or "123.00".
Expense Total ($) Required

Must contain a value (even if 0.00).

Must be above 0.00 if "Fee Total ($)" = 0.00

Expense portion amount - e.g. "1500.50" or "800.00" or "0.00" or "123.00".
Amount Due ($) Required Where Amount Due is less than the Total amount, a payment will be created and applied to the invoice automatically on import for the difference.
Payment Date Required when the Amount Due is less than the Total Amount

Required when the Amount Due is less than the Total Amount (MM/DD/YYYY).

A payment will be created and applied to the invoice automatically on import for the difference.
Staff Email Required

Required. 

Each invoice must have an assigned owner — the staff member who created or finalized the invoice. The email provided must match an existing staff member in Smokeball or one included in the Staff import file.

This will also be the staff member used for assignment of the Fee and Expense line items on the invoice.
Invoices Detailed
Column Name Required/Optional? Notes
Invoice Number Required Must a be unique number with no leading zeros.
Debtor ID or Email Required

The ID or Email of the Contact who is the debtor on the Invoice (accepts multiple, & separated). Three maximum.

Must exist in Smokeball, or the contact import file for the current import.
Matter ID or Number Required The Matter ID or Number of the associated Matter. Must exist in Smokeball, or the matter import file for the current import.
Issue Date Required The Invoice Issue Date (MM/DD/YYYY).
Due Date Required The Invoice Due Date (MM/DD/YYYY).
Title Required Title text for the Invoice. 255-character max.
Subtitle Optional Subtitle text for the Invoice. This will appear under the main Title. 255-character max.
Notes Optional Footer notes for the invoice. This text will appear at the bottom of the invoice.
Total ($) Required Overall Invoice Total. e.g. "1500.50" or "800.00" or "123.00".
Amount Due ($) Required Where Amount Due is less than the Total amount, a payment will be created and applied to the invoice automatically on import for the difference.
Payment Date Required when the Amount Due is less than the Total Amount

Required when the Amount Due is less than the Total Amount.

A payment will be created and applied to the invoice automatically on import for the difference.
Staff Email Required

Required. 

Each invoice must have an assigned owner — the staff member who created or finalized the invoice. The email provided must match an existing staff member in Smokeball or one included in the Staff import file.
Invoice Items
Column Name Required/Optional? Notes
Invoice Number Required The Invoice number associated with the item. An invoice with this number must exist in the Invoice import file for the current import.
Staff Email Required Email address of the staff member associated with the item. A staff member with this email address must exist in Smokeball, or the Staff import file for the current import.
Date Required The date of the item (MM/DD/YYYY)
Type Required The type of the item (Fixed Fee, Time Based, Expense).
Subject Required A short Subject description of the item.
Description Optional If type = "Time Based", the duration in hours (allows 5 decimal places for precision). Must be equal to or above 0.01.
Rate ($) Required The rate ($) for the item - e.g. "100.50" or "500.00" or "0.00".
Duration (Hours) Required if type = Time Based If type = "Time Based", the duration in hours (allows 5 decimal places for precision). Must be equal to or above 0.01.
Quantity Required if type = Expense If type = "Expense", the quantity - e.g. "1.00" or "1.50" or "2.25" (must be equal to or above 1.00)
Waived Required Indicate if the item is waived/written-off (defaults to "No" if left empty).
Cost Type Optional

If type = "Disbursement", indicate if the cost type is Hard or Soft (defaults to "Hard" in Smokeball if left empty).

Hard costs are costs paid directly to the supplier, e.g. search fees. Soft costs are costs that your firm can choose to pass to the client, e.g. costs of printer paper and ink. 
Memos
Column Name Required/Optional? Notes
Memo ID Required Unique ID for the Memo. This ID will not be visible in Smokeball and is an internal identifier only.
Matter ID or Number Required Required for all Memos. The Matter ID or Number of the associated Matter. Must exist in Smokeball, or the matter import file for the current import.
Date & Time Required

Memo date & time (24-hour). Not visible in Smokeball Web but retained for historical reference. If not populated, will default to the date of upload (MM/DD/YYYY HH:MM).

E.g. 05/08/2024 14:30
Subject Required

Subject of the Memo (If not populated, where possible, the first 50 characters of the memo text will be used).

Maximum 200 characters.
Text Required Full Memo text (If not populated, where possible, the subject of the memo will be used).
Created By Staff Email Required Email address of the staff member who created the Memo. A staff member with this email address must exist in Smokeball, or the Staff import file for the current import.
Tasks
Column Name Required/Optional? Notes
Task ID Required Unique identifier for the Task. This ID will not be visible in Smokeball and is an internal identifier only.
Matter ID or Number Optional The Matter ID or Number of the associated Matter (optional). If supplied, must exist in Smokeball, or the contact import file for the current import.
Name Required Name of the Task
Description Optional Task description (max 8,000 characters)
Status Required Task Status (Complete or Incomplete)
Created Date Required Date the Task was created (MM/DD/YYYY)
Created By Staff Email Required Email address of the staff member who created the Task. A staff member with this email address must exist in Smokeball, or the Staff import file for the current import.
Assignee Staff Email Optional Email address of the Task assignee (accepts multiple, & separated). If supplied, a staff member with this email address must exist in Smokeball, or the Staff import file for the current import.
Due Date Optional Due date of the Task (MM/DD/YYYY)
Completed Date Required if status is "Complete" The completion date of the Task. Required if Status = Complete (MM/DD/YYYY)
Completed By Staff Email Required if status is "Complete" Email address of the Staff who completed the Task. Required if Status = Complete. If supplied, a staff member with this email address must exist in Smokeball, or the Staff import file for the current import.
Duration Optional Duration of the Task (MM or HH:MM) - e.g. "01" or "15" or "1:30" or "01:06".
Calendar Events
Column Name Required/Optional? Notes
Event ID Required Unique identifier for the Event. This ID will not be visible in Smokeball and is an internal identifier only.
Matter ID or Number Optional The Matter ID or Number of the associated Matter (optional). If supplied, must exist in Smokeball, or the matter import file for the current import.
Subject Required Name of the Event (255 character maximum).
Location Optional The Event location (255 character maximum).
Comments Optional Additional comments or description for the Event.
Created By Staff Email Required The email address of the staff member who created the Event. A staff member with this email address must exist in Smokeball, or the Staff import file for the current import.
Attendee Staff Emails Required or Group Calendar Name

Accepts multiple, & separated.

Each Event must include at least one Staff Email or Group Calendar Name (or both).

If using a Staff Email, the Staff member must exist in Smokeball or the current Staff import file.

Note: An attendee’s Calendar Events will only be visible in Smokeball once imported if they are an active paying user or a former Staff member.
Group Calendar Name Required or Attendee Staff Emails

Accepts multiple, & separated.

Each Event must include at least one Group Calendar Name or Staff Email (or both).
All Day Event Required Indicate if the Event is all day (Yes/No).
Start Date & Time Required The start date and time (24-hour) of the Event (MM/DD/YYY HH:MM).

Note: Smokeball does not allow bulk imports of events more than two years old.
End Date & Time Required The end date and time (24-hour) of the Event (MM/DD/YYY HH:MM).

Must be equal to or greater than Start Date Time.
Time Zone Optional

Optional: Time zone for the Event in IANA format (e.g. 'America/Chicago').

By default, the firm address set in the Smokeball settings will be used to determine the time zone for the event. This can be overridden if needed by providing a value in this column.
Billable Required

Indicate if the Event is Billable (Yes/No).

All day Events or Events longer than 12 hours cannot be marked as Billable.
Was this article helpful?
3 out of 4 found this helpful

Articles in this section

Ask the Community
Find answers, share ideas & discuss best practices with Smokeball users.
Need more help?
Contact us for personalised support and troubleshooting.
Need more help?
Contact us for personalized support and troubleshooting.