MatterSnail Integration

Overview

MatterSnail sends physical mail for law firms: First-Class, Certified Mail with electronic return receipt, and Priority Mail, printed and mailed the same business day with a Certificate of Acceptance kept for every piece. The Smokeball integration lets you build a mailing from what is already in Smokeball and record the result back on the matter:

• Add recipients from a Smokeball contact, or add everyone on a matter in one step.
• Add a PDF from a matter's files as the document to be mailed.
• Log the mailing's cost on the matter as an expense, and file a memo recording that it was mailed.

Everything stays in Smokeball. MatterSnail only reads what you choose to import and only writes the expense and memo you ask for.

Availability: Smokeball Grow and Prosper+ plans. A MatterSnail account is required. Plans are $18 per month, or $162 per year with a 25% discount, plus postage, with no term commitment. Learn more at mattersnail.com.

Prerequisites

• A Smokeball account on a supported plan.
• A MatterSnail account. Sign up at mattersnail.com.
• Each person connects their own Smokeball login. The connection belongs to the user, not the firm, so a colleague who wants to use the integration connects separately.

Connect Smokeball to MatterSnail

1. Sign in to MatterSnail and open Settings, then Smokeball.
2. Select Connect Smokeball.
3. Sign in with your Smokeball username and password and approve the access requested. MatterSnail asks to read your firm name, contacts, matters and matter files, and to add expenses and memos to matters. It cannot change contacts, matters or files.
4. You are returned to MatterSnail with the connection confirmed. The page shows the Smokeball account you connected and the date the access lasts until.

Access lasts 180 days from the day you connect. Using it does not extend that. The settings page shows the date and reminds you as it approaches; connecting again starts a new 180 days.

Add recipients from Smokeball

1. Open a mailing in MatterSnail and go to Destination Addresses.
2. Select Import from Smokeball.
3. To add one person, use the Search contacts tab, search by name, and pick the contact. MatterSnail shows the mailing address it found. Review it, then select Save.
4. To add everyone on a matter, use the Everyone on a matter tab, search for the matter, and pick it. Every party on the matter is listed with their role, such as Executor, Beneficiary or Creditor, along with any attorney recorded for them. Parties with a mailing address start checked; the deceased on an estate matter starts unchecked. Uncheck anyone you do not want to mail, choose the USPS service, and select Add recipients.

Anyone Smokeball holds no mailing address for is listed but cannot be selected, so you can see who was left out and fix the address in Smokeball. A party already on the mailing is skipped rather than added twice.

Add a document from Smokeball

1. In the mailing, go to Documents and select Import from Smokeball.
2. Search for the matter, then choose the PDF from that matter's files.
3. Give the document a title and select Add to this mailing.

Only PDFs can be mailed. While Smokeball is connected, a Smokeball Documents item also appears in the MatterSnail sidebar. It lists your recently updated matters and their PDFs, and lets you start a new mailing from any of them.

Post the cost and a memo to the matter

1. On the mailing page, select Post to Smokeball.
2. Tick Log an expense in Smokeball to post the mailing's final cost to the matter as an expense. An activity code is optional.
3. Tick Add a memo in Smokeball to file a memo on the matter recording that the mailing was sent. You can add a short note of your own.
4. Choose the matter. If the recipients or document came from a single Smokeball matter, it is already filled in.
5. Select Save Smokeball Options, then submit the mailing as usual.

Nothing is sent to Smokeball until the mailing is submitted, and nothing is sent while the mailing can still be canceled. Once the cancellation window closes, the expense and memo are posted and the mailing page shows them as posted. A canceled mailing never reaches your matter.

Firm administrators can turn either option on by default for every new mailing under Team Settings.

Disconnect Smokeball

Open Settings, then Smokeball, and select Disconnect Smokeball. MatterSnail deletes the access it holds and stops using your Smokeball account immediately. Anything already posted to your matters stays in Smokeball.

Support

For help with the integration, contact MatterSnail at hello@mattersnail.com or through the Contact page at mattersnail.com. For questions about your Smokeball account, contact Smokeball Support.