Step 1 – Resource Types
The Resource Type is a way of classifying a User and, once created, is applied on the User level.
The two most prevalent ways that I’ve seen Resource Types used is either to
a) tie a specific Rate to a specific User, naming the Resource Type the same name as the User, thus allowing complete control over each User’s specific Rates.
b) or to create Resource Types based on a Position at your firm, such as Associate Attorney, Paralegal, or Partner.
The Resource Type will be not only be assigned on the User level, but will also be used in creating the Rate, and we’ll have more information about that below.
For a Guide on how to create a Resource Type, click here
Step 2 – Assigning the Resource Type to a User
This could actually be done at any point in the process, but since we’re already talking about Resource Types, let’s go ahead and do it now.
Assigning the Resource Type to a User is required for tying the User to specific Rates (which we’ll show below). A lot of it seems circular when setting it up, but the system uses this to keep track of the math that it does behind the scenes in order to properly calculate Billings and final Bills.
For a description on how to apply these to a User, as well as the other steps required to configure a User, click here
Step 3 – Create Rate Types
Rate Types are used when creating a Matter, and will decide which group of Rates a Matter will use. The most common Rate Type is Standard, as most of your Matters will charge people the Standard Rate, but you could also make a Premium Rate Type, or a Discount Rate Type. Note that these names are Arbitrary and can be whatever you decide. You could even create a Friend Rate Type, or a Rate Type for Disabled Vets. The thing to note is that you’ll have to create an associated Rate per Rate Type, per Resource Type.
I’ll give an example:
If you were to create a Standard and a Premium Rate Type, then you’d have to create a Rate (outlined in the next step) for Resource Type (outlined above) Paralegal with the Rate Type of Standard, and another Rate for Paralegal with the Rate Type of Premium. Then, when you start a Matter, you’d choose the Rate Type for this Matter (Standard or Premium), and the system should apply the proper Rates depending on which you added.
For a Guide on how to create a Rate Types, click here.
Step 4 – Creating Rates
Time to put it all together. Now we can create the Rates that will use the Resource Types and the Rate Types that we’ve created in previous steps! These Rates will be used in creating a Matter, which we’ll discuss soon, but one thing to note here: when creating a Rate, you will set an Hourly Rate, but you can also set an Alternate Hourly Rate. Use this as a way to have some flexibility when Billing, as you’ll be able to use the Alternate Rate instead of the normal Rate, if you choose to.
For a Guide on creating Rates, click here
Step 5 – Set the Rate type in Matter
Now, when creating a Matter, you’ll choose the Rate Type. The system will then apply all relevant Rates of that type to be used by Billers throughout the life of the Matter.
The Alternate Rate can be manipulated on a Matter level for each user, and changes made will only apply to this Matter. So if a particular biller has a one-time use Rate, they can manually put that into the Alternate Rate slot for this Matter. Those changes can be made in the Billing tab of the Matter.
IMPORTANT – YOU CAN ONLY HAVE A MAX OF TWO SEPARATE USABLE RATES ON A MATTER.
For a guide on how Rates are applied and used within the confines of a Matter, click here!