Some law firms use applications that accumulate a list of soft cost expenses from their printer, photocopiers, fax, etc. While CosmoLex does not integrate with those applications, firms are still able to export those costs and import them into CosmoLex, in bulk, for convenience.
If your firm wishes to add periodic soft-cost entries originating from a report from cost-recovery devices, you can consider our WIP (work in progress)-Cost Import function. And, when billing your clients, these imported soft cost items can be shown as individual line items or grouped as one single line item on the invoice, if needed.
Ensure that the corresponding Client-Matter(s) already exist in CosmoLex, prior to importing data. If your matter does not yet exist, add it first.
Not sure how to add matters? Learn more here.
Ensure that any Timekeepers the expenses will be assigned to already exist in CosmoLex. Add any new timekeepers before you start the import.
Complete the import template file for financial data migration. Download the template here.
Expense-Key (Optional) – External identified for this card, if any, from exported file. You can also use your own. This is used for searching or identifying purposes.
Matter-Key (Required) – Internal Matter Identifier. You can use the CosmoLex-assigned Index # or Matter File # and choose appropriate flag during import, under import settings.
Timekeeper – Name (Optional) – The name(s) used here must exist in CosmoLex prior to import, and must be exactly the same as it appears in CosmoLex. Leaving this field blank will assign the entry to the default tikemekeeper set for the user who is importing the file. If the timekeeper name you add is not in CosmoLex, you will receive an error.
If your expense recovery is from Fax machine or Photocopiers/Printers, you might be able to work with your machine vendor and configure its output file format exactly in the Excel format required by CosmoLex.
5. Keep “File has headers” checkbox checked, and click Upload.
If a red  warning icon appears on the entry, click it to see import errors. You can cancel this screen when you’ve noted errors or warnings.
Click Import Settings to designate the Matter Key as the Matter Index #, Matter File #, or Matter Import Identifier. This should match the type of number you picked to fill out your file.
Ensure the number of Total Errors is 0. If errors still need to be fixed, fix the import file, save and upload again.
9. If you still have  Warnings, click the  Auto-Fix button to resolve. You will see a message asking if you are sure you want to fix the errors, click Yes.
When errors are gone, you should see a green  icon next to each entry.