R030901: RTG E-Bills and LitigationAdvisor


LitigationAdvisor is software that your client can use to process the e-bills you send.

Note: To create e-bills, you must purchase both RTG Bills and RTG E-Bills.

The required format has a header section that describes the matter, then a fees section, and finally an expenses section. RTG Bills will create the bill with this format, but only after:

  • You install RTG E-Bills
  • You send us the information we need to create an e-bill format file
  • We send you the e-bill format file
  • You put that file in the directory where RTG Bills is installed
  • You enter the required information for each matter

Header Section

The header requires information that is not normally stored in RTG Bills. You must enter the following lines of information in the Matter Reference field of each matter that needs e-bills. Put each item on a separate line of the Matter Reference field. (The numbers in parentheses refer to the fields of the LitigationAdvisor header that begins each e-bill. Look at the LitigationAdvisor documentation for a further description of each item.)

  1. Invoice Sequence (13) (see Note 1 below)
  2. Matter ID (14) (see Note 1 below)
  3. Division Name (1)
  4. Division Office (2)
  5. Claim Number (6)
  6. Claim Representative (9)
Note 1:
When you first enter a matter, the Invoice Sequence (line 1) should be "INITIAL" (without quotation marks). You will not yet have the Matter ID (line 2), so leave it blank. All the other fields must be filled in.

After the first bill, you must change the Invoice Sequence to "INTERIM" and enter the Matter ID assigned by the client. You can leave all of the other lines unchanged.

Before you send the final bill, change the Invoice Sequence to "FINAL".

You'll notice that the first two lines are the only ones you need to change. That's why they are at the top (lines 1 and 2), rather than in the order they appear in the invoice header (lines 13 and 14).

This information will create a 14-line header. Header lines that are not in this list are supplied by RTG E-Bills. For example, RTG E-Bills will supply the Invoice Number (line 8).

The LitigationAdvisor format allows the client to use lines 15 through 30 for additional information. If your client requires any such additional information, you need to send a description of the required information to RTG so we can modify the bill format.


Fees and Expenses

The LitigationAdvisor format requires that each fee entry have both a task code (or "litigation code") and an activity code. Each expense entry must have an expense code. You must create two code tables in RTG Bills. Enter the task codes into one table. Enter the activity codes and expense codes into the other table. (The required codes must be supplied by the client.)

Edit the matter and click the Codes tab. In the Tables frame, enter the code table number for the task codes and the code table number for the activity (and expense) codes. In the Rounding Hours frame, select "Round up to next tenth." The format for fees specifies that they be entered to the nearest tenth of an hour.

It is your responsibility to enter both a task code and an activity code for each fee transaction. RTG Bills does not require these codes, but your e-bills will be rejected without them.

Similarly, you must enter an expense code in the Activity box for each expense transaction. Leave the Task box empty.

Before you print the bill, you can view or print a prebill to check that the codes have been entered correctly.


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