Cost Recovery provides a way for law firms to track and organize printing, scanning, and mailing expenses within the Neos application. The integration automatically sorts expenses to their appropriate Neos case to allow for accurate cost accounting. Your firm may decide between the following cost recovery providers:
Copitrak: Copitrak is a cost recovery system designed for legal firms and other organizations to track and allocate printing, copying, and scanning costs. It helps businesses accurately measure and manage their document-related expenses by capturing data on document usage, allowing for cost allocation and expense recovery. Copitrak ensures transparency and accountability in document management, enabling organizations to effectively monitor and control their printing and copying costs.
Equitrac: Equitrac is a cost recovery and print management solution that helps organizations manage and control their printing environments. It provides features such as secure printing, user authentication, and cost allocation, allowing businesses to monitor and reduce printing costs while maintaining document security. Equitrac helps organizations optimize their print infrastructure, improve efficiency, and reduce waste.
Papercut: Papercut is a print management software that enables organizations to monitor, control, and manage their printing and copying costs. It offers features like print tracking, user authentication, and rules-based printing, allowing businesses to implement cost-saving measures and promote responsible printing practices. Papercut helps organizations optimize their printing workflows, reduce waste, and improve overall efficiency.
KonicaMinolta: KonicaMinolta is a solution designed specifically for KonicaMinolta multifunction printers to track and recover printing costs in legal and professional service organizations. It helps businesses accurately allocate printing expenses, manage user access and permissions, and generate detailed cost reports. Cost Recovery KonicaMinolta assists organizations in controlling printing costs, increasing accountability, and improving overall cost management.
Cost Recovery is a paid integration with Neos. Contact your Customer Success Manager or email [email protected] for pricing.
Use Cases
Track printing costs and mailing expenses related to Neos cases, from different devices including document scanners, copy machines, and postage.
How It Works
At regular intervals, Cost Recovery checks for files within your configured Cost Recovery SharePoint folder within the CloudDocs library. NOTE: This occurs hourly with Papercut.
Your firm's provider (e.g., Equitrac, Papercut, Copitrak, etc.) uploads records to the Cost Recovery SharePoint folder. The contents of these records are captured by Neos and sorted into the appropriate Neos cases as added expenses under the Value tab. Once the processing is complete, each successfully processed file is relocated to the Processed folder for auditing purposes.
The key to utilizing Cost Recovery effectively is to follow the correct format for the Cost Recovery files.
Cost Recovery File Formatting
Any file desiring to utilize the Cost Recovery integration is required to follow one of the two available formats: JSON and CSV. All fields are required as shown in the examples below. Empty fields result in a failure to process.
JSON
Example Entry:
CSV
Example Entry:
Once the Cost Recovery service executes, the value will be automatically uploaded to the Value tab in the appropriate Neos case. It will appear as seen in the screenshot below:
Potential Errors
In the event an error occurs during processing, the file itself will be moved to the "Exceptions" folder and an additional file with information regarding the error will be generated. All records in a file for a failed attempt are not uploaded. You will need to locate the offending record using the error file, and reattempt the Cost Recovery process after fixing the noted issue. Don't forget to move the file back to the appropriate folder before reattempting.
How To Activate
Once Cost Recovery has been purchased through Customer Success, and you have a contract with a third-party cost recovery provider, work with your representative to schedule an installation time. Assembly Software will coordinate with your firm to give our application access to your firm's SharePoint drive. This will consist of a call between the Assembly Software Integration Engineers and a representative at your firm. We will go through the following steps to ensure Cost Recovery is activated and working properly.
Cost Recovery Integration Requirements
Staff with Admin permissions in Neos assigned to the Cost Recovery Integration
User with Admin permissions in Microsoft SharePoint
Current contract with a Cost Recovery partner.
In Neos, navigate to Settings (on the left navigation pane) and click the Integrations button. Select the appropriate Cost Recovery - VENDOR tab. Then, select the contact email/user.
NOTE: For security purposes, Neos recommends an integration-specific staff be created for enabling each integration (e.g., "Cost Recovery Integration") and given the proper permissions. Add the following details to the Staff Profile for this integration-specific staff:
Full Name, e.g., "Cost Recovery Integration
Staff Code, e.g., "costrecovery"
Job Title – Create a job title, e.g., "Integrations" in the Job Title Mini Directory that can be selected for this required field.
Time Zone, as applicable to your firm
First Name, e.g., "Cost"
Last Name, e.g., "Recovery"
Active – checked
Email Address, e.g., [email protected]
Password – meet minimum qualifications
Since the entered email address does not need to be connected to an Office 365 account, it is recommended to enter a dummy email address, such as "[email protected]". Once the integration-specific staff has been added, you must refresh Neos to see that staff in the "Email address to connect to" dropdown. Using this configuration, the integration-specific staff will not count towards your firm's billable users.
The Cost Recovery Integration staff should have the following permissions:
Case:
• Value Tab: Enabled and Add
General:
• Firm Preferences: Enabled
Click the Activate button.
A URL link will be provided and this link will request access to your firm's SharePoint site. The link is only active for 5 minutes, hence the need for direct coordination between us.
The link will look similar to this:
If the link activation is successful, a dialog box will be opened that instructs the user to login to Microsoft to Grant access. If the link times out (after 5 minutes), an error will be received similar to the following:
Once access is granted, Neos will create all necessary folders within SharePoint.