Tag Archives: Setup

Lesson #127

Setup – Link Exhibits Patterns function

If you want to embed exhibits in PDF transcripts using hyperlinks instead of delivering a PDF transcript and its related exhibits as separate files, you can add them as you create RB-PDF Transcripts or use RB9’s Link Exhibits function. Automate the process of adding hyperlinks to transcripts by setting up the Link Exhibits Patterns function first.

In RB-PDF Transcripts, hyperlinks are called aliases and can be either words or phrases used in transcripts to reference the exhibits. If your exhibit file names and transcript references/aliases follow a pattern — for example files and aliases are numbered consecutively (file names like EX01, EX02, and transcript references like Exhibit 1, Exhibit 2) — you will save production time by defining those patterns before producing hyperlinked transcripts.

Setting up your own linking patterns

Before creating hyperlinked RB-PDF Transcripts, customize the included default list of commonly used exhibit file names and aliases as patterns that RB9 can use to automatically link exhibits to the relevant references in a transcript. You can edit and delete patterns — and create new patterns — in the Link Exhibits Patterns function.

Setting up a Link Exhibits Pattern entails creating a file name pattern and its associated alias pattern:

• File name pattern is how the files are named. It includes the common (shared) portion of the name and optionally the numerical file sequence which is designated with a ?.
• Alias pattern is how the exhibits are mentioned in the transcript. Like file name patterns, it includes the common portion of the text mention followed by a ? for the matching number. The common portion of the alias pattern can be different from the file name pattern, for example exhibit vs. EX.

If this is unclear, when creating patterns there is more specific information in legends above the 2 pattern fields about how to create each pattern which is helpful. You can also review the existing patterns to get a better understanding of what patterns look like.

Managing linking patterns

The main screen of Link Exhibits Patterns lists all of your stored patterns in ascending order by file name pattern. Sort the list by either file name or alias pattern in ascending or descending order. If the list is too long to find a pattern, you can narrow the results by searching for a partial/complete file name and/or alias. Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, share, print, or use in other applications.

You can edit or delete any pattern listed. You can also create new patterns with a file name and alias using question marks in the pattern to indicate where numbers appear. If exhibits are referred to by alphabetic characters, you can make patterns but they have to be one-to-one matches (one pattern example: EX A => exhibit A). There is no ? wild card equivalence for alphabetic characters.

After your initial customization of Link Exhibit Patterns, you can update it at any time. Set up as many patterns as you need — there is no limit to the number of patterns you can create.

Using Link Exhibit Patterns

When creating transcripts in the PDF Transcripts function or adding exhibits to existing RB-PDF Transcripts in the Link Exhibits function, you select which link exhibit pattern(s) to apply. RB9 will automatically embed all the exhibit files from the transcript’s witness repository hyperlinked to the aliases in the transcript that match the selected link exhibit pattern(s).

In addition to your stored link exhibit patterns, you can create patterns for individual transcripts that have their own exhibit references that do not fit your general patterns. When linking exhibits to an RB-PDF transcript, if any file names do not fit your patterns you can create one-off custom patterns for those exhibits. Patterns set up in individual transcripts this way are not saved in your Link Exhibits Patterns database.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: Customize RB9’s Link Exhibit Patterns to match your company’s naming conventions for exhibit files and transcript references. Then apply them automatically to RB-PDF Transcripts.

RB concepts in this lesson

Alias: Link in RB-PDF Transcripts to related exhibit that can be either a word or phrase used to reference the exhibit.

RB-PDF Transcript: PDF version of a transcript with built-in transcript-specific features. More >

Lesson #126

Setup – PDF Transcript Stamps function

Make stamp templates that can be applied to RB-PDF Transcripts so you don’t have to switch to a different program to stamp a transcript “original” or “certified copy.”

Templates can be styled with different text formatting, border treatments, and stamp colors. Create as many stamp templates as needed. Update templates or delete templates when no longer needed.

You can apply stamps to full-sized and condensed transcripts as well as word lists and word indexes if you create them as separate documents. You can apply as many stamps to a document as you want.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: Apply stamps like “original” or “certified copy” to PDF Transcripts & exhibits without leaving RB9.

RB concepts in this lesson

RB-PDF Transcript: PDF version of a transcript with built-in transcript-specific features. More >

Lesson #125

Setup – PDF Transcript Preferences function

RB9 includes a PDF transcript creator which you can use to generate PDF transcripts from ASCII files. As PDFs, RB-PDF transcripts retain the appearance of the original document and can be easily shared with others because PDF is a universal format.

Use the PDF Transcript Preferences function to define preferences for how your RB-PDF transcripts will appear and what options they will include. You can create multiple transcript preference profiles to cover different transcript requirements. When generating a PDF transcript, you apply one of these profiles and edit it as needed for the transcript.

You can define preferences for a multitude of measurements, database inclusions, appearance options, and transcript-only requirements like:

• Line number treatments
• Attachments such as the original ASCII
• Word lists and indexes
• Condensed versions
• Cover pages & errata sheets
• Words to exclude from word lists/indexes.

Create your own RB-PDF Transcript profiles

RB9 comes with a basic transcript profile that might cover all of your needs. But if you have clients with different transcript requirements or state laws that you have to abide by for some transcripts, you can create profiles for individual clients and states. Edit the basic profile to work as your default for most transcripts, then copy it and edit the copies to create other profiles.

Specifications you can set in a transcript profile are broken into 8 main categories:

1. General

Define the appearance and basic options of transcripts in transcript profiles with specifications for:

• Paper size (including custom sizes)
• Margins
• Border appearance (how many, thickness, location)
• Line number treatments
• Text treatments (including separate options for Q&A bolding)
• Timestamps
• Attachments (such as the original ASCII)
• PDF format (including PDF/A for archival purposes)

You can also give staff the ability to edit the original ASCII before generating the PDF.

2. Header & Footer

Tailor header and footer content and appearance:

• Select which automatic database inclusions (like the case name, job number, witness name, even resource name and certification number) should appear, and where in the headers/footers they should appear.
• Specify whether headers and/or footers should always appear.
• Choose if and where company logos should appear in transcripts.

3. Word Index & Word List

Choose whether or not to include both/either, then customize the appearance of each, including:

• How many columns per page
• Where pagination starts
• Fonts, borders, and margins. Also specify where each appears: attached, within the transcript, or as a separate document.
• For word lists, you can choose to include how often each word appears in the transcript.

You can also choose to include a simple hyperlinked word index in the navigation pane of transcripts.

4. Condensed Transcript

Choose uniquely condensed options like:

• Page layout
• Font scaling
• Page orientation
• Line number dividers
• Q&A styling

Then further customize the look and options of condensed transcripts, including fonts, borders, and margins.

You can choose to include word indexes and/or word lists (and where they appear in relation to the condensed transcript), and choose where condensed transcripts appear in relation to the full sized transcript.

5. PDF File Properties

Select the RB9 data fields that will appear as transcript metadata:

• Title — could be RB9’s Witness Name field
• Author — the Business Unit or resource’s Full Name field
• Subject — the Case Name field
• Keywords — Job Number, Job Date, Case No., etc.

6. Cover Page & Errata Sheet

Choose whether or not to include either, then choose which forms to use for each that automatically include job and case information (set up in Form Templates).

Give errata sheets headers and footers, And include options to preview/edit the cover pages and errata sheets.

7. Digital Signature

RB-PDF Transcripts include the option to apply both reporter and agency digital signatures generated using the free ReporterBase Digital Signature Proxy. You can choose to have a bookmark labeled, “Validate Signer,” automatically included so that the reader of the PDF transcript can validate the signer’s digital signature identity.

8. Exclude Words

Compile a list of words that are excluded from the word index and word list of transcripts that are generated using this profile. You can export the list as an Excel spreadsheet or a CSV(comma-separated values) file to save, share, print, or use in other applications.

Archival PDF limitations

If you choose one of the PDF/A formats for archival reasons, not all of the customization features will be allowed. You cannot include attachments, including cover pages and errata sheets, nor allow digital signatures and their validation.

Using PDF Transcript Preferences

You can add and update PDF Transcript profiles at any time. Except for the default profile, you can delete any profile you no longer use.

When generating RB-PDF transcripts, the Select PDF Transcript Preferences window displays your default preferences. You can change which profile to apply, and update preferences for the current transcript.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: Use the PDF Transcript Preferences function to define preferences for how your RB-PDF transcripts will appear and what options they will include. Generate multiple preference profiles to cover individual client requirements and other situations.

RB concepts in this lesson

RB-PDF Transcript: PDF version of a transcript with built-in transcript-specific features like hyperlinked exhibits, word lists/indexes, errata sheets, and enhanced headers/footers containing case and depo information from your RB9 database. It can be branded and customized extensively to match client requirements; and can include digital signatures, condensed transcripts, security restrictions, stamps, and archival formats for the courts.

ReporterBase Digital Signature Proxy (RB-DSP): Free digital signatures for reporters and agencies that agencies apply to RB-PDF Transcripts. Reporters retain control of their signatures while agencies are able to apply the signatures through their normal production process. RB-DSP is a free and easy way to apply digital signatures to electronic transcripts efficiently in-house while maintaining the integrity of the signature.

Lesson #124

Setup – Tracking Steps function

If you want to monitor jobs as they move through your production workflow — including the location of physical media such as DVDs — RB9 has a tracking function. Set up tracking items to match your production workflow, then define the steps each item goes through in your process. Once you have your tracking steps set up in this function, you can use Tracking to ensure nothing slips through the cracks.

Tracking is a stand-alone function in RB9 so you have complete freedom in whether you use it or how you use it. If you want to track the status of service items like transcripts, exhibits, and video, you must first customize the module to fit into your workflow.

Set up tracking parameters

There are 6 steps in setting up tracking. The first step is to create categories of service items that your office produces and wants to track (such as DVD, Editing, Exhibit, Scanning, Synching, and Transcript). Set up tracking item types in Lists.

After setting up item types to be tracked, the second task is to create steps that each item type goes through in the production workflow. Use the Tracking Steps function to define the steps each item goes through in your production workflow so you can track jobs as they move through the process. If an item passes through different departments or staffers as it is produced and completed, you can add alerts to specific steps to automatically notify people when the item is their responsibility.

The Tracking Steps window lists all of the tracking item types you have set up. When you select an item to add steps or modify a step, any previously set-up steps are displayed. You can:

• Add steps.
• Edit or delete any step.
• Change the order of steps to match your workflow.
• Export the list of steps to an Excel or CSV file to save, print, share, or use in other applications.

When adding a new tracking step, only the step name is required. We recommend giving each step a descriptive label so users can easily understand what each step means. You can also designate:

• Default turn-around time for the step.
• Whether the step is active (meaning it will appear in the Tracking function).
• Which staff member(s) RB9 should alert when a service item reaches the step.

For steps that involve handing work off to another person/department or that additional staff need to know a milestone has been achieved, set up alerts that RB9 will send to their RB9 inbox when the milestone is reached. You can notify multiple users about any step and add or delete users from the notification list for a step at any time.

Finish tracking setup

After setting up tracking steps, return to the Lists function to complete steps 3–6 of setting up your Tracking function by specifying codes for different areas in tracking:

• Archival Status codes describe the current archival status of original media, such as video tapes.
• Media Classification codes specify who has rights to view/handle the media.
• Media Format codes specify the types of media you produce, such as DVD or audio tape.
• Priority codes specify order of importance or urgency.

Once you have finished your tracking setup, you can start tracking jobs through your workflow in the Tracking function.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: Define the steps each service item goes through in your production workflow so you can track jobs as they move through the process.

RB concepts in this lesson

Job: Usually the reporting of a deposition, but can also be any kind of service you provide with your reporters or other resources. More >

Service items: Regular charges that you bill to your clients.

Lesson #123

Setup – Invoice Messsages function

In addition to the descriptive header that appears automatically on invoices, you can add more information to your invoices, such as detailed payment information, company info, and holiday greetings, with custom messages. While you can write messages on invoices as you generate them, you can also save time and ensure consistency by setting up messages in advance in the Invoice Messages function, then simply apply them to individual invoices or in batches.

Customize your invoice messages

You can include any written communications you want to share with clients on your invoices. By creating invoice messages for different circumstances, you can easily give your clients more information when they need it, such as invoice payment options, or to let them know you appreciate them, extend an appropriate holiday greeting, share company news, etc.

You create and group messages in a similar way to invoice headers. Designate which message is the default to minimize the need to select messages each time when invoicing. You can override the default and modify the message on individual invoices during Turn In. You can stylize the appearance of invoice messages with bold/italic/underline treatments, different typefaces, font sizes, and colors.

Creating new messages is easy. They only require a message group, and optionally the message (you can have a blank message if you want). Message groups are categories, which you set up in Lists, for organizing messages to make it easier to locate the desired message when billing by looking within a subgroup instead of the whole list.

When creating a message, the message group defaults to the system default (selected in Lists), so you might only need to enter the content. Message size is unlimited, and you can style the text with font weights, typefaces, colors, and other text treatments.

If you are creating multiple messages in one sitting, use the Save & New option to stay in the new message window, eliminating extra clicks to get back into the window. It will also keep the same message group you used in the last invoice message saved rather than resetting to the default, so that could also save you time. For example if you are setting up a batch of holiday messages you won’t have select that message group before entering each holiday message.

Manage existing messages

You can update existing messages or create new messages at any time. You can change which message is your default at anytime, such as for different holidays. You can delete messages you don’t need anymore so they no longer appear as an option when selecting invoice messages during Turn In.

Messages are stored in the Invoice Messages function, and the default lists all of your stored messages by Invoice Message Group. You can also view the list for a single group or multiple selected groups. Export the list to an Excel or CSV file to save, print, share, or use in other applications. Click any message’s hyperlink to edit or delete it.

Apply messages to invoices

When preparing invoices, your default invoice message appears. You can override the default by entering new text or selecting a different invoice message from your custom list. You can apply messages to invoices one at a time or in batches. Use the Save & New feature to apply different invoice messages to single or multiple invoices without leaving the Set Invoice Messages panel in Turn In.

TL;DR: Save time and ensure consistency by setting up invoice messages in advance, then apply them to individual invoices or in batches.

RB concepts in this lesson

Message Group: Parent structure that contains related invoice messages as its children.

Lesson #122

Setup – Invoice Headers function

Invoices in RB include a short descriptive title called the invoice header. Standard invoice headers are automatically generated based on the service items you select for each witness listed on an invoice. If the standard headers aren’t accurate enough to cover your billing requirements, you can create your own invoice headers.

You can enter your own headers on the fly as you generate invoices. Or if you think you will be reusing the same headers, set them up in the Invoice Headers function. Then you can quickly select the correct header for a witness from a drop-down when generating invoices, saving time and reducing errors.

Create & organize headers

Create as many invoice headers as you need to cover all of your business’s different billing circumstances. If you have multiple custom headers, organize them into Header Groups. Header Groups are categories of invoice headers, and are set up in Lists. By organizing your custom headers into header groups, you will save time locating one when billing.

Creating new headers is easy. They only require the header content and header group. The header group defaults to the system default (selected in Lists), so you might only need to enter the content.

If you are creating multiple headers in one sitting, use the Save & New option to stay in the new header window, eliminating extra clicks to get back into the window. It will also keep the same header group you used in the last invoice header saved rather than resetting to the default, so that could also save you time.

You can add, edit or delete invoice headers at any time. Headers are stored in the Invoice Header function, and the default lists all of your stored headers by Invoice Header Group. You can also view the list for a single group or multiple selected groups. Export the list as an Excel spreadsheet or CSV file to save, print, share, or use in other applications.

You can update the header content and/or header group for any custom invoice header. Or delete it if you don’t need it anymore.

Using custom invoice headers

After entering billing information to invoices in Turn In is when you would add custom invoice headers. You can apply the same custom header to multiple invoices at once. And use the Save and New feature to apply different invoice headers to different invoices without leaving the Set Invoice Headers panel in Turn In. Custom headers are listed in the drop-down by their invoice group, so you can quickly find the correct header by looking within its group only.

TL;DR: If RB’s default invoice headers are not enough, create and save your own custom headers to apply during Turn In.

RB concepts in this lesson

Header Group: Parent structure that contains related invoice headers as its children.

Lesson #121

Setup – Pay Dates function

When setting up your RB system and then at the beginning of each year, set up the year’s pay dates and their corresponding cutoff dates (last date for invoices to be included in pay) for each time period you use to pay resources (e.g., monthly, weekly, etc.). By setting up pay dates in advance, you can reduce the number of payroll errors caused by entering the wrong date when running payroll.

View existing pay dates

The Pay Dates function defaults to all pay dates entered this year. Each pay date listing shows the its date, Pay Group (different time periods you use to pay resources, e.g., monthly, weekly, etc.), cut-off date, and the date the payroll was closed.You can either add dates to the current year or change the year, if you want to enter next year’s pay dates for example.

When viewing the list of pay dates, you can sort the list by one or more columns in ascending or descending order (but when you exit the function, RB will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Pay dates & cutoff dates

When you enter a new pay date, you also enter the last date for invoices to be included in pay, i.e., the cutoff date. RB calculates resource payment cutoff dates using invoice dates by default. But you can also use the date invoices are paid as the cutoff date for specific resources or all resources paid for jobs tied to one or more of your company’s business units (BUs). This preference is set in individual resource listings (under Original Term and Copy Term) and your BU listings.

You further define pay dates by selecting which Pay Group you are paying and which BUs’ jobs are included. You can include a description of the pay date listing and other notes.

Designate responsible business unit

If you have multiple BUs, you can also designate which BU will be responsible for issuing 1099s for this pay date. Instead of having to create pay date listings for each of your BUs, you can include multiple BUs in one pay date listing, and designate one BU to be responsible for issuing all related 1099s. It doesn’t have to be the BU tied to the jobs being paid for, and the default is your main office.

You can have multiple pay date listings on the same calendar date, or if every Pay Group will have the same cutoff date and BU(s), you can set one pay date for all groups.

Correcting errors

If you made a mistake setting up a pay date, you can delete it if payroll for that date has not been closed yet. Otherwise, you can make a note in the pay date’s Remarks field for future reference.

TL;DR: Set up pay dates for different pay periods (and different business units in your company, if desired).

RB concepts in this lesson

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately, such as branch offices, other companies you own, affiliates, and profit-sharing operations.

Cutoff Date: Last date for invoices to be included in a pay date. Default is the date of the invoice, but you can use the date invoices were paid for a single resource or all resources tied to a business unit/multiple BUs in your company.

Pay Groups: Categories of time periods your company uses to pay resources, e.g., Monthly, Weekly, On Demand. Group resources according to their pay period (frequency) to reduce errors when running payroll.

Resource: Person or thing that provides your business with a service, such as reporters.

Lesson #120

Setup – Billing Sets function

Group service items into sets to speed up billable services selection because you only have to choose the set, not each of the items individually.

A Billing Set is a predetermined group of service items that are typically billed together. By configuring these sets, you can add service items en masse to an invoice to streamline the billing process. This eliminates the need to add service items one-by-one, as well as reduces the possibility of overlooking any service items when billing.

There is no limit to the number of service items you can add to a set, and it’s not a requirement to bill for each service item in a set. The purpose of a Billing Set is to select multiple service items to add at once to an invoice from a concise selection pool, rather than having to scroll through your entire service item list to pick each one individually.

Create as many sets as you need

Set up multiple Billing Sets to further streamline your billing process because you can group service items based on what the job is asking for, and you won’t have to deal with service items you may not need. For example, you can make a Billing Set for standard court reporting jobs, one for video depositions, and another one for video conferences. This way, you can pull up the set that’s specifically tailored to your job type and not have to deal with any unnecessary service items.

Other common Billing Sets you might want would be a list of services commonly included when clients order an O&1 package, and another set for copy clients. You can have as many Billing Sets as you like and choose one to be the default option when generating invoices. You can include descriptions and other notes in your Billing Sets to help you keep them organized.

Add all related services to a set

You can add any of your service items to a Billing Set and set a default number of units for each service item. Put all of the possible service items that could apply to a particular set in the set because it is easier to uncheck the ones you don’t need for a specific order so they are not added to the invoice at that time, than it is to not have enough service items in the Billing Set and have to add service items to an order one at a time. Even adding just one or two service items to an invoice individually will slow you down.

For example, include all of your delivery options in your O&1 Billing Set. Then simply uncheck the ones you won’t be using for a particular order when generating its invoice.

Using Billing Sets at Turn In

When adding services to invoices in Turn In, use the Prefill Service option to access your Billing Sets. It will also show any of the contact’s/firm’s Preferred Services, so you can select all the ordered services and update the number of units ordered for each service in one screen. Once you have added billable services to an invoice, you can edit each service item as needed and arrange their order of appearance on the invoice.

If you have RB Connect, you can give your resources access to any of your Billing Sets so they can also save time during Turn In by adding multiple service items at a time, instead of one by one.

Manage sets

You can update any information in a Billing Set at any time or delete it if you don’t need it. The default view of Billing Sets lists all of your sets and shows which is the default and which ones are accessible to your resources through RB Connect. If your list is too long to easily find a particular set, you can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function, RB will revert back to the default order) or search for the Billing Set by name.

You can export your Billing Set list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications  You can also sort and export an individual Billing Set’s list of service items.

TL;DR: Instead of adding service items one at a time to invoices, set up groups of related services so you can add multiple items at once.

RB concepts in this lesson

Contact: Person who works for a firm you do business with, such as attorneys, paralegals, secretaries, legal assistants, claim adjusters, and court clerks.

Firm: Company you do business with. They schedule depositions with you, e.g., a law firm, or they are a third party that pays you, e.g., an insurance company.

RB Connect: Online repository, calendar, and access to your office for clients and resources. More >

Resource: Person or thing that provides your business with a service, such as reporters.

Lesson #119

Setup – Pay Rates function

Pay Rates are the amounts you pay resources for services. These rates are organized into tables, so you can easily pay different resources different amounts for the same services by applying different pay rate tables instead of entering pay amounts manually.

Before using pay rate tables, group them for easier searching. By organizing pay rate tables into groups of similar tables, you can search through a subset of your pay rate tables instead of the whole long list of tables each time you invoice a client. These groups are called Pay Rate Groups. Set up the groups for different categories of resources first, then your pay rate tables.

Set up Pay Rate Groups first

Similar to Billing Rate Groups, it is important to set up Pay Rate Groups prior to creating any pay rate tables, otherwise you will encounter organization issues. Pay Rate Groups categorize resources, such as by experience levels, percentage, or affiliates, and will allow you to create the umbrella structure to categorize your pay rates under. Pay Rate Groups are set up in the Lists function.

For each Pay Rate Group, set up as many pay rate tables as you need.

Add as many pay rates as you need

After setting up Pay Rate Groups, use this function to enter your pay rate tables in the appropriate group. Then, when billing, you only have to scroll through the rate tables in one of these smaller groups, instead of your entire list of rate tables.

You can set up pay rate tables in 2 ways: From scratch or from an existing table. Copying and updating an existing table is a quicker way to create a new table because the existing table’s rates and details are duplicated in the new table for you to update.

Pay Rates contain the earning amounts for all of your service items. Agencies often have multiple pay rates set up to accommodate specific needs. Pay rates can be based on negotiations with resources, networking rates with other agencies, rates based on the difficulty of jobs, etc.

Every pay rate table you create in RB will automatically inherit all service items set up in the Service Item Master. Before setting up your pay rate tables, complete the Service Item Master setup first. The Service Item Master is where all of the service items are stored, along with their default pay rates and other preliminary settings, which are automatically inherited by any new pay rate table, when created from scratch.

For each pay rate table, you must name it and assign it to a Pay Rate Group. You designate a default Pay Rate Group in the Lists function, but you can select a different group here if the new pay rate table should be in a different category.

Give each table a clearly specific name, something you will recognize and know what it pertains to. The name is what you are going to see when you are selecting a rate:

• As your default pay rate for a specific resource.
• During the Turn In/Billing process for a specific invoice.

So the name is important because it will help you and your billing staff decide when to use this pay rate table.

When you set up a new pay rate table, either from scratch or copied from another table, all of the service items will appear in the table. You can customize the pay rate and other pay information for any of the service items. If there are service items that the resource should not get paid for, simply set the pay rate to $0.

In addition to each service item’s pay rate, you can also customize:

• The minimum amount you pay resources for this item.
• Whether you pay your resources for the service item using a flat rate ($) scale or percentage (%).
•  If the pay amount for this service item will have the Expedite (Rush) amount added to it.

Set up rush rates before billing & pay rate tables

If you set up your Rush Type Master before setting up individual billing and pay rate tables, your default rush rates from this master template will automatically fill in when you create an individual rate table. Setting up rush rates as an add-on to billing and pay rates reduces the number of billing and pay rate tables you need to have.

You can override rush defaults in individual rate tables, if needed, such as the Rush Type’s name, whether you pay it using a flat rate ($) scale or percentage (%), and the amount. The amount will be in addition to the base pay rate of the transcript. You can also include any relevant notes or comments in a pay rate table.

Managing pay rate tables

You can update any information in a pay rate table at any time, except its Pay Rate Group. You can delete any pay rate table that hasn’t been used. If you can’t delete a table that you no longer use, you can de-activate it so it does not appear in lists. And you can update rates in multiple pay rate tables at once in the Service Item Master.

To find a pay rate table to copy, update, delete, or de-activate, you can search your entire set of pay rate tables, or narrow your search to a specific Pay Rate Group and/or pay rate table name. You can also choose to search all tables or only active tables. RB lists the results by Pay Rate Group, and includes each table’s name and its Active status.

You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function, RB will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications. You can also export the service item and rush type lists in each pay rate table.

Using pay rates

You can include default pay rates and options in your billing rate tables, then set up pay rate tables for all of your other pay rate situations, such as for resources who earn higher amounts for the same jobs. The pay rates in your billing rate tables will be automatically applied to invoices unless you also designate a pay rate table for an invoice, which will then supersede your default pay rate settings.

If a resource is always paid at the same pay rate for all the jobs they take, select that pay rate table in their individual entity listing. Setting the default pay rate for a resource will make it so that RB will generate that resource’s pay for every job using the same rate. The default pay rate can be overridden at the time of billing.

When finalizing invoices, you apply pay rates after you apply billing rates. If you have default pay rates included in your billing rates, you might not have to apply the separate pay rate tables if the pay rates in your billing rates are accurate for the job being billed.

When generating invoices for multiple parties on a single job, you can apply pay rates individually or in batches to the invoices.

If you apply the wrong pay rate on an invoice, you can correct the resource’s pay using the Override Resource Pay function if you haven’t paid the resource yet.

If you made a mistake setting up pay rate tables or there is a change in pay rates, you can update rates and/or options in multiple pay rate tables at once in the Service Item Master.

TL;DR: Easily pay different resources different amounts for the same services by assigning them to different pay rate tables. Apply the appropriate pay rate tables to invoices. You can override specific pay rates in any invoice.

RB concepts in this lesson

Billing Rate Groups: Umbrella structures aimed at categorizing your billing rates. Instead of one long list of billing rates, Billing Rate Groups create a series of shorter lists to search through when invoicing clients.

Job: Usually the reporting of a deposition, but can also be any kind of service you provide with your reporters or other resources. More >

Pay Rate Groups: Umbrella structures aimed at categorizing the rates you pay resources, such as by experience levels, percentage paid on services, or affiliates. Instead of one long list of pay rates, Pay Rate Groups create a series of shorter lists to search through when invoicing clients.

Resource: Person or thing that provides your business with a service, such as reporters or a conference room.

Lesson #118

Setup – Billing Rates function

Billing rates are the amounts you charge for services. These rates are organized into tables, so you can charge different clients different amounts for the same service items by applying different billing rate tables instead of having to enter rates each time you bill someone. You might charge different billing rates for the same service items based on negotiations with clients, networking rates with other agencies, or rates requested by an insurance company. Your multiple billing rate tables can contain the prices for all of your service items, so you can easily apply the correct prices when invoicing specific firms by selecting the appropriate table.

Set up Billing Rate Groups first

Before you start creating billing rate tables, set up Billing Rate Groups in the Lists function. Billing Rate Groups are groups of similar tables, so when billing you can search through a subset of your billing rate tables instead of the whole long list of tables each time you invoice a client. Set up basic categories (groups), such as Standard, Preferred, and for specific cases. You can also designate which Billing Rate Group is your default group that will appear when setting up new billing rate tables, new firms, new contacts, etc.

After setting up groups, use the Billing Rates function to add your billing rate tables within the groups. You can set up as many billing rate tables as you need in each group.

Add as many billing rates as you need

You can set up billing rate tables in 2 ways: From scratch or from an existing table. Copying and updating an existing table is a quicker way to create a new table because the existing table’s rates and details are duplicated in the new table for you to update.

Another way to save time is to set default billing/pay rates and options for service items in the Service Item Master, then change them for specific situations by creating different rate tables with custom rates for the service items.  Every billing rate table you create in RB will automatically inherit all service items set up in the Service Item Master, including all default rates and options for each item as well. So if you set up defaults in the Service Item Master, then you only have to update them as needed in individual rate tables.

Give each billing rate table you create a clearly specific name so your billing staff can easily understand when it should be used. Some examples would be Standard Rates, Preferred Rates, Medical-Technical, and Rates for ABC Law Firm. You can further segment your market by state and/or city if you charge different rates by location.

Add as many billing rates as you need

In each billing rate table, you can customize the billing rate for each item. If there are service items that do not pertain to this billing rate, leave their billing rate at $0 and RB won’t bill for them when this billing rate table is used.

In addition to each service item’s billing rate, you can also customize:

• The minimum invoice amount for the service item.
• The pay rate for resources, the minimum amount you pay resources for this item, and whether you pay your resources for the service item using a flat rate ($) scale or percentage (%). If you have service items that resources do not get paid on, leave them set at $0, and RB will not calculate pay for them. (You do not have to include pay rate information in your billing rate tables. You can use the Pay Rates function to set up separate pay rate tables, which you can select when billing.)
•  If the billing amount and pay amount for this service item will have the Expedite (Rush) amount added to it.
• Whether the item is court taxable and/or sales taxable.
• If you offer discounts on this particular service item. The percentage of discount that a client will receive on the service item is entered in their Firms setup.
• If you use the Reward Points System, and the service item should be included in the revenue calculation to accumulate points.
• If you pay commissions on the service item to resources that bring in clients (Client Of) and/or account managers (Sales Reps).
• If you want the service item name and billing amount to appear on invoices. (If you set a firm to always print details on invoices in their Firm setup, then their invoices will be fully itemized, displaying all service items and billing amounts overriding whatever is specified here.)
• If you have the RB Connect plug-in, you can allow clients to request the service item when submitting an online job request and/or allow resources to select this service item during turn-in.
• If the service item needs your production department’s involvement, you can have it appear on Production Sheets, which show them on a job-by-job basis, who’s ordering and what they’re ordering that needs to be produced.
• LEDES codes required by clients for e-billing.

In addition to customizing the billing rates, you can also make adjustments to each Rush Type in the table if needed. All Rush Types are automatically inherited from the Rush Type Master. You can also include any relevant notes or comments in a rate table.

Manage billing rates

You can update any information in a billing rate table at any time, except its Billing Rate Group. You can delete any billing rate table that hasn’t been used. If you can’t delete a table, you can de-activate it so it does not appear in lists. And you can update rates in multiple billing rate tables at once in the Service Item Master.

To find a billing rate table to copy, update, delete, or de-activate, you can search your entire set of billing rate tables, or narrow your search to a specific Billing Rate Group, state, city, and/or billing rate table name. You can also choose to search all tables or only active tables. RB lists the results by Billing Rate Group, and includes each table’s name, its state and/or city (if applicable), and its Active status.

You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function, RB will revert back to the default order). Export your search results as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications. You can also sort and export the service item and rush type lists in each billing rate table.

Attach billing rates to entities

After setting up Billing Rate Groups and billing rate tables, attach entities to the rate tables. You connect billing rates to firms, contacts, and parties to a case/job. You can do this when you set them up or at any time afterwards. Contacts inherit billing rate tables from their firms, but you can select different tables for contacts from their firm’s. Parties will default to the billing rate tables in their contact profile. You can override the default when adding parties to cases/jobs or when turning in jobs.

Apply billing rates

When creating an invoice in Turn In, RB will select the billing rate table connected to the designated Bill To contact. You can select a different rate table for this invoice, and you can override any charge on individual invoices.

TL;DR: Set up multiple billing rate tables so you can automatically charge different amounts to different clients for the same service items based on prices you negotiate with clients.

RB concepts in this lesson

Billing Rate Groups: Umbrella structures aimed at categorizing your billing rates. Instead of one long list of billing rates, Billing Rate Groups create a series of shorter lists to search through.

Bill To Contact: The contact responsible for paying the invoice for a job.

Client Of: Resource that receives a commission for jobs their clients scheduled or that are part of a case the resource was designated as the Client Of resource. You can also give reporters right of first refusal on their clients/cases’ jobs by displaying unassigned jobs from their clients/cases in Resource-side online calendars in RB Connect.

Contact: Person who works for a firm you do business with, such as attorneys.

Firm: Company you do business with. They schedule depositions with you, e.g., a law firm, or they are a third party that pays you, e.g., an insurance company.

Job: Usually the reporting of a deposition, but can also be any kind of service you provide with your reporters or other resources. More >

RB Connect: Online repository, calendar, and access to your office for clients and resources. More >

Resource: Person or thing that provides your business with a service, such as reporters.