Archives: Resources

What is “Counsel Exchange?”

Counsel Exchange Dashboard Navigation

Counsel Exchange is the next evolution of Onit’s ebilling services. Counsel Exchange brings CounselGO and BillingPoint together with a responsive UI refresh and modern UX, improving speed, accessibility, and intuitive navigation, reducing vendor training time, and increasing adoption.

How to Access Counsel Exchange 

1. Navigate to counselexchange.onit.com 
2. Click “Forgot Password?” 
3. Enter the email address you previously used to log in to BillingPoint or CounselGO 
4. Follow the password reset instructions sent to your email and complete the process to create a new password 
5. Important: During the dual-access period, after you have reset your password for Counsel Exchange: 
   • To access BillingPoint, continue using your existing BillingPoint URL and email address, but log in with your newly created Counsel Exchange password 
   • To access CounselGO, continue using your existing CounselGO URL and email address, but log in with your previous CounselGO password 

How Does Counsel Exchange Differ from CounselGO and BillingPoint?

Counsel Exchange builds on the trusted workflows customers and vendors already rely on today through CounselGO and BillingPoint.

Core workflows such as invoice submission, timekeeper and rate management, budget collaboration, file sharing, and status visibility continue within Counsel Exchange. 

What changes is the experience surrounding those workflows. 

Counsel Exchange introduces: 

• A cleaner, more modern vendor experience 
• More intuitive navigation and workflow guidance 
• Better visibility into invoice status and validation feedback 
• Enhanced collaboration between legal teams and vendors 

A scalable platform foundation for future innovation and AI-enabled capabilities 

Counsel Exchange is designed to preserve critical workflows while improving usability, consistency, and long-term scalability.

What is “Activation?”

Activation for Counsel Exchange marks the transition to a modernized vendor collaboration and e-billing experience. It brings together the core capabilities of BillingPoint and CounselGO into a single platform with a more intuitive interface, improved performance, and streamlined workflows.

This is not a migration, but a guided transition that allows vendors to begin using Counsel Exchange while existing systems remain available during rollout. With structured communications, training, and a phased timeline, activation is designed to minimize disruption and support adoption.

What is the activation process?

May 18: OnitX, SimpleLegal, and Unity customers begin receiving activation communications, timelines, and supporting materials 

June 1: BillingPoint and CounselGO vendors begin receiving activation communications, timelines, and training materials

• Note: Onit will contact vendors on behalf of customers 

July 13: Counsel Exchange is activated

• Vendors can begin using the new system 
• Legacy systems (BillingPoint and CounselGO) remain accessible during this transition period 

July 20: In-app banners appear in BillingPoint and CounselGO to notify vendors of the upcoming activation and timeline 

September 17: BillingPoint and CounselGO access is terminated

• Counsel Exchange becomes the single access point for invoice submission, reporting, and all vendor activities

What is required of OnitX, SimpleLegal, and Unity users?

• Review Activation Materials: Carefully review all Activation communications and resources provided, along with the materials in this Success Kit. These will outline key timelines, expectations, and what to anticipate during the transition to Counsel Exchange. 
• Communicate with Your Team: Notify your internal teams about the upcoming transition to ensure alignment and readiness. Onit will handle all vendor communications on your behalf; however, if you choose to proactively connect with your vendors, you are welcome to do so.
• Support Vendor Readiness: Onit will communicate directly with vendors on your behalf, but your awareness and reinforcement can help ensure engagement. Encourage vendors to review materials and complete training ahead of activation.
• Training Review (Optional): No training is required for your internal users, as there are no changes to your ELM system. However, training materials are included in this Success Kit if your team would like to review or familiarize themselves with Counsel Exchange.
• Reach Out with Questions: If you have any questions or need support at any point during Activation, please contact Support, your Customer Success Manager, or your Account Manager. 
• No Technical Setup Required: No technical action is required from your team. Activation will be managed by Onit, and vendors will be guided through access and onboarding. You can continue business as usual until Activation begins.

What is required of vendors?

• Review Activation Communications and Timeline: Carefully review all communications from Onit regarding Counsel Exchange. These will outline key dates, expectations, and when changes will occur so you can plan accordingly. 
• Complete Training and Review Materials: We strongly recommend reviewing the provided training materials and guides ahead of activation. Counsel Exchange is designed to be intuitive, but familiarizing yourself in advance will help ensure a smooth transition. 
• Prepare for the Transition: Be aware of the upcoming activation and cutoff dates for BillingPoint and CounselGO. Plan to begin using Counsel Exchange starting July 13 and fully transition all activities before legacy systems are retired. 
• Login Credential Update: Vendors will continue using the same username credentials; however, you will be required to reset your password the first time you log into Counsel Exchange.
• Watch for In-App Notifications: Pay attention to in-app banners and reminders within BillingPoint and CounselGO, as these will reinforce key dates and provide helpful prompts leading up to activation. 
• Reach Out with Questions: If you have any questions or need support, contact Onit Support using the resources provided in your communications.

Product Training and Enablement

Training

Unity Counsel Exchange: Essentials for Vendors

Product Walkthrough

When Counsel Exchange users log in, they’ll be guided through the new experience with an in-app walkthrough designed to help them get comfortable with the updated system. The walkthrough highlights the new layout, where to find key features and settings, and how to navigate common workflows so users can quickly find the tools and information they need.

Product Guides

We’re continuing to expand this library with more walkthroughs and best practices.

Counsel Exchange Master Settings User Guide
Counsel Exchange for OnitX User Guide
Counsel Exchange for SimpleLegal and Unity User Guide

Contacting Support

1. From any page within Counsel Exchange, click the blue “Get Help” button in the lower right hand corner of your screen, OR
2. Click the light blue circle in the upper right hand corner – this circle will contain your initials or profile picture. Then, click “Contact Support.” This will open the “Get Help” chat window. 
3. If the chatbot is unable to answer any of your how-to questions, you can easily use the chatbot to submit a case to the support team in the same window as the chat.

Onit Support Assistant: Counsel Exchange also includes the Onit Support Assistant, an AI-powered chat tool that answers basic “how-to” questions about the platform in multiple languages. The assistant is intended for product guidance only and does not access client data or support custom data queries. Read more about Onit’s Support Assistant here.

Updated Terms for Vendors

• Counsel Exchange will operate under updated Terms & Conditions, which will govern your use of the new platform 
• Continued use of Counsel Exchange after activation indicates acceptance of these updated terms 
• You will be prompted to review and accept the updated Terms & Conditions the first time you access Counsel Exchange on or after September 17th  
• Updates to the Terms & Conditions reflect the transition to Counsel Exchange. Key differences include:
  • Addition of a new Section 2.1 which clarifies which Onit entity will be invoicing if you migrated over from CounselGO.
  • Addition of a new Section 9 which allows Onit to use to perform and embed AI in the Services and the terms related to such use of AI.
  • Update to Section 8.6 —  a new link to our updated Privacy Policy.
  • Update to Section 10.5 —  governing law is now the State of Georgia

Please note: these updated Terms & Conditions apply only to vendors and users accessing Counsel Exchange. There are no changes to the Terms & Conditions governing client use of OnitX, SimpleLegal, and/or Unity.

Common Questions and Answers

Will I still be able to access BillingPoint or CounselGO after activation?
Yes. There will be a 5-week dual access period where you can use both your current system (BillingPoint or CounselGO) and Counsel Exchange. After September 17, Counsel Exchange will become the single portal for all vendor activity.

Do I need to create a new login or will my existing credentials work?
No new login is required. You will use your existing username to access Counsel Exchange; however, you will be required to reset your password the first time you log in via the new Counsel Exchange URL

Is there any downtime expected during the activation period?
No. There is no planned downtime during activation, and you can continue your work without interruption.

What happens if I don’t start using Counsel Exchange by the activation date?
After the transition period ends, access to BillingPoint and CounselGO will be turned off. All activity will need to take place in Counsel Exchange.

Do I need to migrate any of my existing data or invoices?
No. All of your data—including invoices, matters, and files—will automatically be available in Counsel Exchange. No action is required on your part.

Will my historical invoices and reports still be available in Counsel Exchange?
Yes. All historical data, including invoices, matters, and reports, will be accessible in Counsel Exchange.

Is training required before I start using Counsel Exchange?
Training is not required, but it is recommended. While the experience is similar to BillingPoint and CounselGO, reviewing the provided materials will help your team get comfortable with the updated interface.

Who should I contact if I run into issues during activation?
You can reach out to Onit Support for any questions, troubleshooting, or assistance during the activation process using the steps outlined in the Contacting Support section above.

Are there any changes to how invoices are submitted?
The overall process remains the same. While the interface has been updated, invoice submission follows a similar workflow to what you use today.

Will there be any changes to billing guidelines or approval workflows?
No. Your existing billing guidelines and approval workflows will remain unchanged.

Can vendors continue submitting invoices in the legacy systems during the transition period?
Yes. During the 5-week dual access period, you can submit invoices in either BillingPoint/CounselGO or Counsel Exchange. After September 17, all submissions must be made through Counsel Exchange.

How will Onit communicate updates or important reminders during the rollout?
You can expect regular communications from Onit, including weekly updates with important dates, reminders, and next steps throughout the activation period.

Communication is key during implementation! To best support your team and vendors during implementation, we offer a set of templated communications based on your implementation inclusions. These templates are available for you to utilize and edit as required by your team to encapsulate your voice and communication needs.

How to Use the Templates

1. Locate the necessary template(s) to send to your internal team(s) or vendors
2. Copy and paste the email template into your preferred email system
3. Populate any fields highlighted in yellow and add or adjust the emails with any necessary details (e.g. holiday greeting, meeting reminder)
4. Using your preferred email system, send the email to the recipients listed in the “To” field

Note: If you are sending an email to a large number of recipients, we recommend sending the email to yourself and then Bcc’ing all recipients to hide their addresses

Internal – Team Communications

These communications are intended to be sent to your internal legal team(s) to communicate the upcoming Unity implementation and planned go-live date.

Unity Onboarding, New ELM System

Purpose: Notify your legal team members of upcoming Unity implementation of a new ELM system
When to Send: At the start of implementation, ideally at least 1 month prior to the go-live date

To: Client legal team members
From: Client implementation lead or project sponsor
Suggested Subject: [COMPANY] New Legal Operations Process

Email Body:

[COMPANY] is implementing a new legal operations software, Unity. This platform will assist [COMPANY] in streamline our legal billing/invoicing and matter management processes. [add any other reasoning, communications to internal team for
adding Unity].

Unity will give us more control of our processes and increased visibility into matters and spend. With this new platform:

1. Matters created in Unity can be assigned to Vendors for billing.
2. Vendors / law firms can submit invoices (digital LEDES and PDFs) through the Unity vendor portal, Counsel Exchange.
3. [COMPANY]’s approval process and rules are applied to the invoice in Unity allowing [COMPANY] members to approve within the application.
4. Approved invoices will get processed directly to accounts payable.
5. Report on legal matter and spend data from the same application.

Unity is slated to go live in [month of designated go-live date]. Prior to go live we will be coordinating training for the new system as well as cutover dates/process for final invoice submission into the old system. If you’d like to begin training in advance, please sign up for Unity’s Customer Webinars to learn more. In addition to live training; recorded training sessions and a variety of help tools, including frequently asked questions documentation, and customer support will also be available.

Finally, vendors will be notified separately of the upcoming changes and expectations with the new invoicing process.

If you have any questions about the new process, please reach out to [client implementation lead or project sponsor].

Unity Onboarding, Migrating ELM Systems

Purpose: Notify your legal team members of upcoming Unity implementation of migrating from an existing ELM system to Unity
When to Send: At the start of implementation, ideally at least 1 month prior to the go-live date

To: Client legal team members
From: Client implementation lead or project sponsor
Suggested Subject: [COMPANY] New Legal Operations Process

Email Body:

[COMPANY] is implementing a new legal operations software, Unity. This platform will assist [COMPANY] in streamline our legal billing/invoicing and matter management processes. [add any other reasoning, communications to internal team for adding Unity].

We understand that change can be scary, but we are excited for this upgrade to our team! After deliberation, we have decided to make this move due to [insert purpose for the migration (e.g. streamlining services, vendor ease, additional spend insights, etc)]

Unity will give us more control of our processes and increased visibility into matters and spend. With this new platform:

1. Matters created in Unity can be assigned to Vendors for billing.
2. Vendors / law firms can submit invoices (digital LEDES and PDFs) through the Unity vendor portal, Counsel Exchange.
3. [COMPANY]’s approval process and rules are applied to the invoice in Unity allowing [COMPANY] members to approve within the application.
4. Approved invoices will get processed directly to accounts payable.
5. Report on legal matter and spend data from the same application.

Unity is slated to go live in [month of designated go-live date]. Prior to go live we will be coordinating training for the new system as well as cutover dates/process for final invoice submission into the old system. If you’d like to begin training in advance, please sign up for Unity’s Customer Webinars to learn more. In addition to live training; recorded training sessions and a variety of help tools, including frequently asked questions documentation, and customer support will also be available.

Finally, vendors will be notified separately of the upcoming changes and expectations with the new invoicing process.

If you have any questions about the new process, please reach out to [client implementation lead or project sponsor].

Unity Training

Purpose: Instruct Legal Team members on signing up for Unity training
When to Send: At the start of implementation, ideally at least 1 month prior to the go-live date

To: Internal Legal team members who will be attending training
From: Internal Unity Implementation Lead
Suggested Subject: REQUIRED – Unity Training Sign-up

Email Body:

[COMPANY] is now using eBilling provider Unity to make it easier to manage and pay your legal bills. To ensure our team is ready for our Unity go-live of [GO-LIVE DATE], we are asking that everyone sign-up for and attend the following trainings:

Administrative Training: Admin Training will cover all things you need to know when working in Unity. We’ll show you how to use the Unity Dashboard, go over Administrative functions such as User Management and Invoice Review Rules, and walk you through Matter Management and Vendor Management.

• Required Attendees: [INSERT TEAM MEMBERS REQUIRED FOR TRAINING]
• Suggested Training Session: [INSERT SUGGESTED TRAINING TIME]
• Training Due Date: [INSERT DATE TRAINING TO BE COMPLETED BY]
• Where to Sign-up: Unity’s Customer Webinars

Invoice Review Training: Invoice Review Training we’ll take you through the life of a Unity invoice and show you important dashboards and reports you should utilize. In addition, we’ll walk you through approving, rejecting, and adjusting an invoice.

• Required Attendees: [INSERT TEAM MEMBERS REQUIRED FOR TRAINING]
• Suggested Training Session: [INSERT SUGGESTED TRAINING TIME]
• Training Due Date: [INSERT DATE TRAINING TO BE COMPLETED BY]
• Where to Sign-up: Unity’s Customer Webinars

How to Sign-up: Under “Register for Webinars” enter your name and select your preferred session. If you are not able to attend your session (or any sessions provided) please sign up to receive a recording of the session once completed.

External – Vendor Communications

These communications are intended to be sent to your primary vendor contacts to communicate the upcoming Counsel Exchange go-live date.

Initial Counsel Exchange Onboarding Notice

Purpose: Notify your vendors of upcoming Counsel Exchange roll out. When to Send: At the start of implementation, recommended 2–4 weeks prior to the “Counsel Exchange Onboarding” email template. To: Law Firm Billing Contacts or Relationship Contacts From: Company Relationship Contact Suggested Subject: [COMPANY] Updated Invoicing Process

Email Body:

[COMPANY] is implementing a new legal operations software, Unity. This platform will help [COMPANY] streamline our legal billing/invoicing and matter management processes. We are targeting to roll out the system in [MONTH, YEAR] and will provide further communication as we get closer.

To prepare for the onboarding, please begin collecting the following details:

• Law Firm/Vendor Name
• Law Firm/Vendor Billing Address (Street, City, State, Zip, Country)
• Law Firm/Vendor Billing Contact Name*
• Law Firm/Vendor Billing Contact Email*

*Please provide a billing or AP contact, not a legal contact.

The upcoming implementation will include a subscription fee but, for now, no action is required on your part, and we kindly ask that you hold any questions until we share more details in a future communication.

Counsel Exchange Onboarding

Purpose: Notify your vendors of upcoming Counsel Exchange roll out
When to Send: Recommended 4-6 weeks prior to the go-live date

To: Law Firm Billing Contacts or Relationship Contacts
From: Company Relationship Contact
Suggested Subject: [COMPANY] Updated Invoicing Process

Email Body:

[COMPANY] is now using eBilling provider Unity to make it easier to manage and pay your legal bills. Unity provides a vendor portal called Counsel Exchange to submit invoices, check invoice status, and see a list of matters assigned to your firm.

How to Obtain Counsel Exchange Access

1. (exclude this step if your team is not using the Google form) Please fill out the following form [GOOGLE FORM LINK provided by your Implementation Manager] to collect your billing administrator. Please do not send generic email addresses such as “ebilling@” Generic addresses are not allowed for security reasons.
2. [COMPANY] will add your firm as a vendor in Counsel Exchange on [GO-LIVE DATE], you will not have Counsel Exchange access until this date. If you are not the correct contact person to register for Counsel Exchange, please forward this information to the appropriate person(s).
3. Once your account is set up:
   • New to Counsel Exchange? Your billing admin will receive an email with a link to your account. They should log in and create a password as soon as possible. The link will expire in 5 days.
   • Already using Counsel Exchange? [COMPANY] will appear on the Counsel Exchange dashboard(s) of your billing specialist(s) on [GO-LIVE DATE].
4. Counsel Exchange has been designed to be intuitive and easy to use. There is a “wizard” that walks the billing specialist(s) through the invoice submission process.
5. For more information on Counsel Exchange, please read Getting Started with Counsel Exchange.

Invoice Submission Process

• All invoices prior to [GO-LIVE DATE] should be submitted via the old process.
• All invoices starting on [GO-LIVE DATE] should be submitted via Counsel Exchange.
• Invoice file submission:
  • LEDES Invoices: [COMPANY] would like your firm to submit invoices in LEDES format with the PDF version. You may submit multiple LEDES/PDF invoices at the same time. Simply drag and drop, or select the files from your computer, and click SUBMIT.
  • Non LEDES Invoices: If you are unable to produce LEDES files, you will need to enter the invoice information manually via the invoice entry screens. Be sure to list flat fee line items separately from those where the timekeeper is billing hourly. Be sure to drag and drop or select the PDF invoice prior to submission.

Law Firm Subscription Fees

As part of the onboarding process, similar to all other e-billing systems, a subscription fee will be included with your setup. These fees are designed to ensure you receive the best tools and support for a seamless and successful partnership.

Once your onboarding is complete, Onit’s accounting team will send invoices for these fees. Expect an email from [insert current billing sender address, e.g. [email protected]]. We’re committed to making this process straightforward and transparent, and we’re here to ensure everything runs smoothly.

Thank you for your attention to this change in process. For technical questions, check our user guide. Please contact [COMPANY or COMPANY CONTACT] with any questions, or your Counsel Exchange Administrator to add additional Counsel Exchange users (more information on updating Counsel Exchange user roles can be found here).

Counsel Exchange Onboarding Reminder

Purpose: Remind your vendors of upcoming Counsel Exchange roll out
When to Send: Recommended 2 weeks prior to the go-live date

To: Law Firm Billing Contacts or Relationship Contacts
From: Company Relationship Contact
Suggested Subject: Reminder: [COMPANY] Updated Invoicing Process

Email Body:

As a reminder to the communication sent on [DATE OF INITIAL COMMUNICATION], [COMPANY] is now using eBilling provider Unity to make it easier to manage and pay your legal bills. Unity provides a vendor portal called Counsel Exchange to submit invoices, check invoice status, and see a list of matters assigned to your firm.

How to Obtain Counsel Exchange Access

1. (exclude this step if your team is not using the Google form) Please fill out the following form [GOOGLE FORM LINK provided by your Implementation Manager] to collect your billing administrator. Please do not send generic email addresses such as “ebilling@” Generic addresses are not allowed for security reasons.
2. [COMPANY] will add your firm as a vendor in Counsel Exchange on [GO-LIVE DATE], you will not have Counsel Exchange access until this date. If you are not the correct contact person to register for Counsel Exchange, please forward this information to the appropriate person(s).
3. Once your account is set up:
   • New to Counsel Exchange? Your billing admin will receive an email with a link to your account. They should log in and create a password as soon as possible. The link will expire in 5 days.
   • Already using Counsel Exchange? [COMPANY] will appear on the Counsel Exchange dashboard(s) of your billing specialist(s) on [GO-LIVE DATE].
4. Counsel Exchange has been designed to be intuitive and easy to use. There is a “wizard” that walks the billing specialist(s) through the invoice submission process.
5. For more information on Counsel Exchange, please read Getting Started with Counsel Exchange.

Invoice Submission Process

• All invoices prior to [GO-LIVE DATE] should be submitted via the old process.
• All invoices starting on [GO-LIVE DATE] should be submitted via Counsel Exchange.
• Invoice file submission:
  • LEDES Invoices: [COMPANY] would like your firm to submit invoices in LEDES format with the PDF version. You may submit multiple LEDES/PDF invoices at the same time. Simply drag and drop, or select the files from your computer, and click SUBMIT.
  • Non LEDES Invoices: If you are unable to produce LEDES files, you will need to enter the invoice information manually via the invoice entry screens. Be sure to list flat fee line items separately from those where the timekeeper is billing hourly. Be sure to drag and drop or select the PDF invoice prior to submission.

Thank you for your attention to this change in process. For technical questions, check our user guide. Please contact [COMPANY or COMPANY CONTACT] with any questions or your Counsel Exchange Administrator to add additional Counsel Exchange users within Counsel Exchange (more information on updating Counsel Exchange user roles can be found here).

Law Firm Subscription Overview

Purpose: Notify your vendors of Counsel Exchange’s legal vendor subscription. When to Send: Recommended ~4 weeks prior to the go-live date. To: Law Firm Billing Contacts or Relationship Contacts From: Company Relationship Contact Suggested Subject: [COMPANY] Important Update: Annual e-Billing Platform Fee

Email Body:

To streamline and improve our billing and payment processes, we will be transitioning to Counsel Exchange by Onit for e-billing. This platform ensures invoices are submitted, tracked, and processed in alignment with our billing guidelines, helping reduce delays and improving the overall payment experience.

As with all major e-billing platforms, Counsel Exchange includes a standard annual platform fee for firms. Invoices for this fee will come from [insert current billing sender address].

To avoid any confusion, here are the essentials:

Why This Fee Exists The fee supports your continued access to the Counsel Exchange platform. This structure is common across legal e-billing systems and helps maintain a reliable, efficient environment for invoice submission and management.

How the Fee is Calculated The platform fee is based on your firm’s annual invoice volume. You are placed in a tier that aligns with your actual billing, ensuring the fee reflects your usage.

[Insert your law firm subscription tiers, or provide the vendor’s subscription tier and associated fee.]

When This Takes Effect Beginning [GO-LIVE DATE], firms will receive an invoice from Onit for the applicable tier. Tiering is reviewed periodically, and firms will be notified if billing volume increases to a higher tier during the subscription year. Future renewals will follow the same structure.

We are sharing this information in advance to ensure a smooth transition. Our goal is to minimize administrative friction and support timely, predictable payment processing for all our partners.

If anything needs clarification, feel free to reach out, but no action is required at this time.

Thank you for your ongoing partnership.

Accruals Onboarding

Purpose: Notify your vendors of upcoming accrual roll out
When to Send: Recommended 2-4 weeks prior to the first accrual email request

To: Law Firm Billing Contacts or Accrual Contacts
From: Company Relationship Contact
Suggested Subject: [COMPANY] Updated Accrual Collection

Email Body:

[COMPANY] is now using eBilling provider Unity to make it easier to manage and pay your legal bills. Unity provides a vendor portal called Counsel Exchange to submit invoices, check invoice status, and see a list of matters assigned to your firm. Additionally, [COMPANY] will use Unity to collect and track accruals.

What are accruals? Also known as Work in Process or Unbilled Estimates, include costs and expenses, such as legal fees, for services that have been provided but not yet invoiced as of a cut-off date. Securities and financial requirements mandate that companies keep and report accurate accounting records. Accruals are critical to these reporting obligations.

How to submit accruals? Each period, Unity will send you up to 3 email reminders:

1. Click the email link to “Submit Unbilled Amount” or “We Have No Unbilled Activity” if there are no unbilled estimates to submit
2. Enter the unbilled amounts for the applicable period
3. Confirm the last invoice submitted is correct and there are no missing billed invoices
4. Click “Submit Unbilled Amount”
5. The first email reminder to submit accruals for [MONTH, YEAR] will go out on [DATE]. You will have until [EXPIRATION DATE] to submit your accruals before the link expires.

Please contact [COMPANY or COMPANY CONTACT] with any questions or your Counsel Exchange Administrator to update your Accruals contacts within Counsel Exchange (more information on updating Counsel Exchange user roles can be found here).

Timekeeper Onboarding

Purpose: Notify your vendors of upcoming Timekeeper roll out
When to Send: Recommended 2-4 weeks prior to the go-live date

To: Law Firm Billing Contacts or Relationship Contacts
From: Company Relationship Contact
Suggested Subject: [COMPANY] Updated Timekeeper Approval Process

Email Body:

[COMPANY] is now using eBilling provider Unity to make it easier to manage and pay your legal bills. Unity provides a vendor portal called Counsel Exchange to submit invoices, check invoice status, and see a list of matters assigned to your firm. Additionally, [COMPANY] will be using Unity to validate approved timekeeper rates on incoming invoices, to support our business relationships and streamline invoice reviews.

Effective [DATE], [COMPANY] will begin tracking approved timekeeper rates through Counsel Exchange. Please submit your firm’s timekeepers and their current rates, instructions for submitting rates can be found here.

Thank you for your attention to this change in process. For technical questions, check our user guide.

Introduction

What is “Change Management?”

Change management is the process of preparing your legal and surrounding teams for the addition of Unity into your company’s process. It is a critical step in ensuring the proper onboarding of the software and building long-term acceptance of the new system.

Why is Change Management Important?

Successful adoption of a new tool or process sets the stage for how your organization will co-exist with Unity. Change management prepares your team for the “why” and “what” of implementation: why are you bringing on Unity and what problems are you solving by the addition of Unity? If your team understands these two items, the implementation becomes a goal for the entire organization to work towards.

What is Unity?

This may be the first time your team members are hearing about Unity. Below is a product overview that provides insights into the tool and its uses to get your team up to speed.

How to Prepare Your Team

The following items will prepare your teams for onboarding Unity. Keep in mind, each team is unique and these items may need to be adjusted or customized for your needs and style. Your implementation manager will discuss each item below in detail prior to going live.

Communications

• Communication is Key! Provide expected delivery dates, system expectations, and training opportunities early and often. If necessary, Unity has communication templates available to assist with starting these conversations. View the Unity Implementation Communications Library and view the “Internal – Team Communications” templates. During implementation, your team will also have discussions about notifying your vendors of the transition and templates will be provided.
• Provide Assurance: Do you have team members who need extra assistance or are hesitant of a SaaS solution? Provide a list of resources for asking questions during implementation and opportunities to showcase the tool in action. Early exposure lessens the uncertainty of your team members.
• Plan for Change: Your Unity system will change. As your team grows and evolves, your SimpleLegal system will as well. Providing assurances to your team that Unity does not need to function as it does at go-live, nor should it, they can provide insight, feedback, and suggestions as they use the tool. More importantly, allow Unity to mature alongside your needs.

System Training

To unlock the full potential of Unity, join our regular training sessions and explore our library of training videos and feature success kits. These resources are designed to help you quickly grasp the platform’s capabilities, giving you a competitive advantage in managing your legal operations. Dive into our Learning Library to browse through our various training options today! Browse through our learning library.

Recommended Training: Administrator Training and Invoice Reviewer Training

Go-Live Overview

1. Collect vendor contacts
2. Create/upload vendor contacts in Unity and give them Counsel Exchange Admin role (Recommended two weeks before go live so that vendors can submit timekeepers, review their open matters, and add additional Counsel Exchange users) 
3. Turn on system invoicing and agreed upon day/time (to be determined with client during a weekly call)
4. Stabilization period – Review the first few invoices together, discuss invoice/line-item flags, and confirm AP receipt of approved invoices. 

Common Questions and Answers

• Can you provide insights into the vendor portal, Counsel Exchange? Counsel Exchange is a portal for submitting invoices to clients who are using Unity to manage their e-billing and legal matters. Counsel Exchange also helps track matters referred by clients and the timekeepers who work billable hours on those matters. Using Counsel Exchange allows vendor law firms to deliver invoices to clients in a manner that makes tracking, review, and processing efficient. It’s very likely that your vendors are already using Counsel Exchange with other Unity clients so this should be a somewhat seamless process for them. If they have not used Counsel Exchange in the past, the vendor communications will provide insights, training, and next steps to get them prepared.
• What to expect with user adoption and training? Communications and training options will be provided during implementation as part of the change management of Unity. Keep in mind, each team onboards differently so your team may mix and match onboarding options.
• How to keep projects on track? It is highly recommended to hold weekly Internal meetings with Legal, AP, Finance, IT etc. so that we can make the most productive use of our Unity weekly meetings.

Implementation Tips and Tricks

• Tell your team why you’ve decided to add Unity to your legal team! What problems are you trying to solve and what are you excited or eager to implement with this new system? Your excitement will help your team get on board.
• Provide updates and your progress. Your team will be more responsive to onboarding a new system if they understand the work that is happening to assist them in the future. Updates and progress reports, even milestones you have accomplished, will build excitement for the coming launch.
• Give your team ample time to learn about the tool and opportunities to ask questions (e.g. training, documentation) and provide feedback to your implementation team with scheduled Q&A sessions or an inbox to send suggestions.
• Take some time to review your existing data (e.g. matters, vendors, etc) to see what data is working and, more importantly, what is no longer working for your team. Does all data need to be brought over? Should anything be cleaned up or organized in a more meaningful way?