How to Upload a LEDES Invoice (Bill Import)

How to prepare, upload, and manage LEDES invoices from outside counsel in Tradespace.

Written By Amalia Busch

Last updated 1 day ago

New to LEDES imports?

This guide walks through everything your team needs to prepare, upload, and manage invoices from outside counsel in Tradespace.

What is a LEDES file?

LEDES (Legal Electronic Data Exchange Standard) is the standard format law firms use to send itemized invoices. Tradespace accepts LEDES 1998B files in .csv, .txt, or .xls format.

When you upload a LEDES file, Tradespace automatically reads the invoice details — dates, amounts, timekeepers, and line items — and maps them to your configured expense types.

Before you upload

Two things need to be in place before your first import goes smoothly.

1. Make sure your law firm is sending the right format

Ask your outside counsel or their billing coordinator to send invoices as LEDES 1998B with fields in the standard column order. Share the downloadable template with your firm's billing contact — it shows the exact fields and order Tradespace expects.

If your firm uses a billing system like Thomson Reuters Elite/3E, Aderant, or Clio, they can export directly in this format. Use the email template at the bottom of this article to send your firm everything they need in one message.

2. Set up your Expense Types

Tradespace comes with standard LEDES code mappings pre-configured. Before uploading, confirm your Expense Types are set up correctly:

  1. Go to Finance → Expense Types

  2. Review the existing expense types and their assigned LEDES codes

  3. Add, edit, or remove mappings as needed for your organization

💡 Not sure what mappings to use? Your CS rep can walk you through the setup or configure it on your behalf.

How to upload a LEDES file

  1. Go to Finance → Bills

  2. Select + New Bill

  3. Choose Upload LEDES File and select your file

  4. Tradespace reads the file and auto-populates:

    • Bill number, dates, and total

    • Line items with descriptions and amounts

    • Expense types (based on your configured mappings)

  5. Review the imported details. Any unmatched line items will show "Select" in the Expense Type column — set these manually or update your mappings for future imports

  6. Assign a Vendor and Approver if not already populated

  7. Select Save

Understanding expense type mapping

Tradespace maps LEDES codes to your expense types automatically on import. There are three types of codes in a LEDES file:

Code Type

What it means

Example

Task Code

Type of legal work performed

P300 = USPTO Prosecution

Expense Code

Type of hard cost incurred

E106 = Filing Fees

Activity Code

What the timekeeper did

A104 = Review / Analyze

Tradespace uses all three to determine the correct expense type for each line item. Standard mappings are pre-configured — you can customize them at any time.

To update your mappings:

  1. Go to Finance → Expense Types

  2. Click any expense type to open it

  3. Add or remove LEDES codes under the LEDES Codes field

  4. Save

Troubleshooting

Fields are showing "Select" after upload The line item's LEDES code isn't mapped to an expense type yet. Confirm your law firm's file includes Task Codes (e.g., P300), Expense Codes (e.g., E106), and Activity Codes (e.g., A104) on each line item. If codes are missing, ask their billing coordinator to confirm the LEDES export includes all three code fields. Once codes are present, update your mappings in Finance → Expense Types or contact your CS rep.

Upload is failing or showing an error Confirm your file is in LEDES 1998B format with fields in the correct column order. Use the downloadable template to verify. If the issue persists, contact your CS rep and attach the file.

Dates or amounts look wrong Your firm's file may be using a non-standard format. Ask their billing coordinator to confirm dates are in YYYYMMDD format and amounts have no currency symbols.

Need help?

Contact your Customer Success rep or use the in-app help button for support.

Email template — send to your law firm's billing contact

Copy and customize before sending.

Subject: Invoice Format Request — LEDES 1998B for Tradespace

Hi [Name],

We manage our IP portfolio and outside counsel invoices through a platform called Tradespace. To make sure your invoices import correctly, we'd like to request a specific format going forward.

Please send all invoices as LEDES 1998B files — most major billing systems (Elite/3E, Aderant, Clio) can export this format directly.

The key things to confirm:

  • Fields in the standard 1998B column order

  • Dates in YYYYMMDD format (e.g., 20260501)

  • Amounts as plain decimals — no $ signs or commas (e.g., 1575.00)

  • Task codes (P-codes for patent, T-codes for trademark) on fee lines

  • Expense codes (E-codes) on hard cost lines

If you have any questions or want to confirm your system's export settings, feel free to reach out.

Thank you,

[Your name]

[Organization]