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LEDES Codes on Fixed Fees and Charges in LeanLaw

How to apply LEDES activity and task codes to fixed fee charges in LeanLaw — including setting codes when creating a fixed fee, using fixed fee templates with LEDES codes, and how fixed fees appear in LEDES files.

Fixed fee charges on LEDES-enabled matters require the same LEDES code treatment as time entries — activity codes and task codes must be assigned before the fee can be included in a LEDES invoice. This article covers how to set LEDES codes when creating fixed fees and how to save coded fees as reusable templates.

 

Adding LEDES Codes to a Fixed Fee

When creating a fixed fee on a LEDES-enabled matter:

  1. Go to the Matters tab and open the matter.
  2. In the Fixed Fees section (or from the + button → Add Fixed Fee), open the fixed fee creation form.
  3. Fill in the standard fields: amount, description, date.
  4. If the matter is LEDES-enabled, the Activity Code and Task Code fields appear.
  5. Select the appropriate activity code and task code for the fixed fee.
  6. Save the fixed fee.

📋 Required codes on fixed fees: If the client or matter requires activity or task codes, LeanLaw will enforce this on fixed fees as well as time entries. The fixed fee cannot be saved without the required codes.

 

Creating Fixed Fee Templates with LEDES Codes

If your firm regularly uses specific fixed fee amounts with standard LEDES codes — for example, a standard flat fee for a contract review with a set activity code — you can save it as a template:

  1. Create the fixed fee as described above, including the LEDES codes.
  2. Click the Save as Template option (available from the fixed fee form's settings gear or similar control).
  3. Give the template a label that identifies the fee type for your team.

When creating future fixed fees from this template, the amount, description, and LEDES codes are pre-filled — timekeepers only need to verify and confirm before saving.

💡 Template note: Fixed fee templates are firm-wide — all users who can add fixed fees can see and use them. Avoid saving case-specific information in templates. Templates should represent repeatable, standardized fee types, not one-off amounts or matter-specific descriptions.

 

How Fixed Fees Appear in LEDES Files

When a fixed fee is included on an invoice and a LEDES file is generated, the fixed fee appears as a line item in the LEDES file with:

  • The activity code: In the ACTIVITY_CODE column.
  • The task code: In the TASK_CODE column.
  • The fee amount: In the BILLED_AMOUNT column.
  • The description: In the LINE_ITEM_COMMENT or equivalent description column.

⚠️ LEDES rejects entries without required codes: If a fixed fee is included on an invoice without the required LEDES codes, the generated LEDES file may be rejected by the client's billing system. Always assign codes to fixed fees on LEDES matters before billing.