LEDES/UTBMS Billing

To access LEDES / UTBMS, firms must enable the feature in firm settings and additionally enabled for LEDES matters.

Note: Any time UTBMS is enabled on a matter, AutoTime is automatically disabled.

Activate UTBMS Billing

1. To activate LEDES / UTBMS for the firm, open Smokeball Settings and select Time & Billing.
2. Click the UTBMS Billing tab.
3. Select Enable UTBMS.
4. Enter the Default LEDES Firm ID.
5. Choose if the firm wants to require Activity/Task codes for fees and expenses on all UTBMS matters.
6. Choose the firm's default Timekeeper Classifications (2 Character Codes or 6 Character Codes).
7. Select the Code Sets you want available for LEDES matters.

Under each individual Staff & User, update the Timekeeper Classification Code.

You then will need to enable LEDES/UTBMS billing on the individual matter which will use it:

1. Double click on Info under Matter Details.
2. Select the Billing tab in the Matter info pop-up window.
3. Checkmark Enable UTBMS and input the LEDES Firm ID, LEDES Matter ID, LEDES Client Matter ID, Classifications, and Override LEDES Client ID (if necessary).
   • LEDES Firm ID: 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: This is how your firm identifies the matter. If you are using Internal Reference numbering, then you should use that number.
   • Client Matter ID: This is how your client identifies the matter. Most commonly, the Client Matter ID will be the claim number. You will need to obtain this information directly from the client.
   • Classifications: Set which timekeeper classification codes appear on your LEDES invoices. Use whichever Classifications your client requires.
     • Use firm default uses the Timekeeper Classifications indicated in the firm's Time & Billing Settings (i.e., 2 Character Codes or 6 Character Codes).
     • To override the firm default, choose 2 Character Codes (e.g., PT for Partner), or 6 Character Codes (e.g., PARTNR for Partner).
   • Override LEDES Client ID: Checkbox to override the LEDES Client ID saved on the Client's contact card if needed. When checked, a LEDES Client ID field will appear beneath the checkbox, where you can enter a different LEDES Client ID for this matter only.

Once activated, UTBMS codes will be available under Task when entering in Time/Fees.

1. Type in the code or browse using the dropdown menu.
2. UTBMS codes are available on any Time/Fee entry. Below are examples from Smokeball Desktop and Smokeball Billing. Learn more about entering Time or Fees in Smokeball.

It is possible to create a custom UTBMS task code in Firm Settings. 

Smokeball also includes support for X codes in addition to E codes. X codes are available under the “Expense” drop down menu when entering an Expense. Below are examples from Smokeball Desktop and Smokeball Billing. Learn more about entering Expenses in Smokeball.

The LEDES Task code will be listed on invoices created on LEDES / UTBMS matters, making it quick and easy to generate an invoice for reviewing all the different fees.

To download LEDES1998B format, finalize the invoice and select the drop down under download.

Here's an example of what the  LEDES1998B invoice looks like.

Did You Know

As of Smokeball version 8.15, AutoTime entries are available for firms which set UTBMS to active on a matter. 

UTBMS can also be activated in the web app by accessing the Edit Matter settings.

You can enter a contact's LEDES Client ID under the Additional Details section on their contact card. This Client ID will carry over to any other matter involving the contact.

You can select 2- or 6-character LEDES/UTBMS codes from the Classifications dropdown menu in the Matter Info window. 

AutoTime users should note that anything you enter into an entry’s description box will be lost on a LEDES invoice. This means that you should never try block billing with LEDES. It will not work.