Convert legal timesheets to LEDES and PDF invoices

Who is this for

This template is built for solo attorneys, small law firms, and legal billing coordinators who receive timesheet documents by email and need to produce LEDES-compliant e-billing files for client billing management systems. If you have an IMAP inbox, an OpenAI API key, a self-hosted Gotenberg instance, and a Microsoft 365 account, you can have AI-processed LEDES invoices delivering automatically in under 30 minutes of setup.

What it does

The workflow monitors an inbox for emails with PDF or Word timesheet attachments, extracts all time entries using GPT-4o, assigns UTBMS task codes, auto-increments an invoice number, and returns a PDF invoice, LEDES 1998B file, and LEDES XML 2.0 file to the original sender — all without any manual data entry.

How it works

An IMAP — Watch Inbox trigger monitors for unread emails with attachments. Classify Attachment detects whether the file is a PDF or Word document and routes it to the correct extractor.

Extract — PDF Text or Extract — Word Text pulls the raw text content from the attachment and passes it to the AI pipeline.

AI Agent — Extract Time Entries uses GPT-4o to parse all time entries from the document, capture date, timekeeper, hours, rate, description, client, and matter fields, and assign the best-fit UTBMS ABA task code (A101–A111) for each line. If rate or timekeeper information is missing, configurable defaults are applied automatically.