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Upload LEDES Files in Cayuse Inventions

Emily Yeomans

This article explains how to upload LEDES files in Cayuse Inventions.

Overview

LEDES files are used to import electronic invoices from law firms into Inventions. Uploaded files create line items on the associated expense account.

Before You Begin

Make sure the following are configured on the patent:

  • Patent Reference Number
  • Technology Reference Number
  • Prosecuting Law Firm
  • Expense account with Account Number set to the Matter ID

Please note: The Matter ID must match the Account Number on an Expense-type account.
If Authorization Codes are required:

  • A Patent Schedule Item must exist
  • The LEDES LINE_ITEM_DESCRIPTION must match the Authorization Code

File Format Requirements

LEDES files must:

  • Be saved as .txt files
  • Use pipe-delimited columns (|)
  • End each row with []
  • Start with LEDES1998B[]

Upload a LEDES File

Option 1: Legal Portal (Law Firm Users)

  1. Go to your Legal Portal (/legal/)
  2. Log in as a law firm user
  3. Upload the LEDES file
  4. (Optional) Attach related documents
  5. Click Submit

Option 2: Settings (Admin Users)

  1. Go to Settings
  2. Select (NEW) Upload LEDES Data
  3. Choose the law firm
  4. Upload the LEDES file
  5. (Optional) Attach documents
  6. Click Submit

After Upload

  • The file is validated
  • The patent is matched using CLIENT_MATTER_ID
  • The account is matched using LAW_FIRM_MATTER_ID
  • Line items are created on the expense account
    If no matching account is found, the upload will fail.

Troubleshooting

  • Upload fails – Check required patent fields and confirm the law firm matches.
  • No matching patent found – Verify CLIENT_MATTER_ID matches the Patent Reference Number.
  • No matching account found – Confirm an Expense account exists with a matching Account Number.
  • Invalid URL on attached document – Check file storage configuration.
  • Authorization code errors – Ensure LINE_ITEM_DESCRIPTION matches a valid Authorization Code.

FAQs

  • Can I upload multiple line items in one file? Yes.
  • What file format is required? Plain text (.txt) using LEDES 1998B format.
  • Can I upload a PDF with the file? Yes, in both upload methods.
  • Who can upload LEDES files? Law firm users (Legal Portal) and administrators (Settings).

 

 

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