Matter Import Guide

Importing your matter data into Bill4Time is a simple and secure process. To ensure a smooth import, please follow the guidelines below. Your Customer Success Manager will provide you with a link to your Google Sheets template to complete.

Why Google Sheets?

We use Google Sheets for enhanced security and seamless collaboration. It allows for controlled access and real-time updates, ensuring your data remains safe during the import process.

Required Fields

To successfully import your matters, ensure the following required field is completed:

• Client Name: Must exactly match the name on your Client Import file to ensure proper client-to-matter mapping.

• Matter ID from Previous Software: Required only if importing time entries to ensure accurate data matching.

Optional Fields

If applicable, you may include the optional fields below.  For a visual reference click here. 

• Custom Project ID: A unique ID for users who want a customized experience.

• Matter ID from Previous Software: Required only if importing time entries to ensure accurate data matching.

• Client ID: Generated by Bill4Time to map clients and matters correctly.

• Project Type: Must match an existing type in your Bill4Time settings.

• Description: Internal notes to describe the matter.

• Assigned To: Name of the person responsible for the matter.

• Assigned To ID: The User ID of the assigned individual. Learn how to find this ID.

• Status: Set matters as Open or Closed.

• Billing Method: Choose from Hourly, Flat Fee, or Contingency. If all matters are hourly, this column can be excluded.

• Percent Rate: For contingency billing, enter the percentage here.

• Flat Fee Rate: Provide the fixed fee amount for Flat Fee billing.

• Payment Due Upon: Select either Bill Regularly for Time or Bill at Matter Close. Learn more here.

• Allow ABA Codes: Enable ABA codes at the matter level for applicable matters.

• Email: If the matter has a unique contact email, include it here.

Tips for a Successful Import

• Ensure data is accurate and formatted correctly. Clean data leads to a faster import process.

• Verify all Assigned To IDs using your Bill4Time User Management tab.

• Confirm all Status fields are marked correctly as Open or Closed.

• Provide one email address per matter. Multiple emails cannot be imported.

• Format addresses into three separate lines to match Bill4Time's structure.

• Matter names will appear exactly as they are entered in the sheet. For example, "MATTER NAME" will display as "MATTER NAME" across invoices and reports.

Important Note

You are the expert on your data. While we will assist in identifying potential issues, it is your responsibility to ensure the data is correctly formatted and ready for import.

If you have any questions or need further support, please reach out to your Customer Success Manager. We're here to help ensure a smooth transition into Bill4Time!