Profile Fields

Billing Profile

To start the billing process, you need to create a billing Profile. MaxBilling Profile is the placeholder of your billing rules and pricing models. Reports are generated according to the profile information.

To create a new Profile:

  1. Navigate to Profiles
  2. Click New MXB Profile. The profile layout opens.
  3. Fill in the fields.
  4. Click Save.

Profile Fields

  • Name – the name you want to give the profile.

The following symbols are not allowed in a billing profile name: “+”, “!”, “|”, “/”, “\\”, “[“, “]”, “\”, “&”, “<”, “>”, “{“, “}”, “%”, “^”, “~”, “@”.

  • Profile Type – select the type of your profile.
    • All Clients – Profile works for all Clients. If new Clients are added to the Relativity Instance at a later point, they will be considered automatically.
    • Specific Clients – Profile works only for specific Clients, selected by you.
      • Clients – select the Clients for the billing profile.
  • Description – additional information for the Profile can be added (optional)
  • Enabled – enable or disable the profile.

Reports are NOT generated by MaxBilling Schedule for disabled profiles

  • Currency – select the currency which will be applied in the reports
  • Storage Type Configurations
    • Select Repository to enable the formula which will be applied to adjust the Publish Data File Size usage amount (representing the total hosting size) of the Repository workspaces in the reports. The formula is defined in MaxBilling Settings – Storage Type Configurations.
    • Select Cold Storage to apply a ratio (percentage) which will adjust the Publish Data File Size usage amount (Publish Data File Size represents the total hosting size) of the Cold Storage workspaces in the reports. The ratio is defined in MaxBilling Settings – Storage Type Configurations.

Note: Repository and Cold Storage usage adjustment is reflected only in Publish Data File Size billing item.

Publish Data File size (GB) = Total Billable File Size + (Document Count Text Only/4000)

When a Repository workspace has been moved to Cold Storage, any applied Storage Type Configurations will consider the Cold Storage formula over the Repository formula.

  • Filter Workspaces – specify if the Profile should work only with workspaces with specific Billable status. The Workspaces’ Billable status is determined as Workspace meta-data in MaxBilling -> Workspaces

If blank, all workspaces will be considered for reporting purposes, unless some exclusions are set via Exclude Pricing

  • Round Up Usage To The Nearest Whole Number – once enabled, it rounds up all usage amounts to the nearest whole number. The currency calculations will be applied after the rounding.

Example: 20.4 GB usage will be reported as 21 GB

  • Split Users Fees Across Workspaces – once enabled, the user fees with Per Client or Per Matter charge level will be split equally across the corresponding workspaces. As a result, the total users’ costs for each client will be calculated through dividing the monthly user fee by the number of workspaces each user has access to.

Example: Each Relativity user should be billed at $100 per Client. ‘User A’ has access to 4 workspaces of Client 1, ‘User B’ has access to 5 workspaces of Client 1. The ‘User A’ charges reported for Client 1 will be $25.00 in each of the 4 workspaces where ‘User A’ has access. Respectively, ‘User B’ charges reported for Client 1 will be $20.00 in each of the 5 workspaces where ‘User B’ has access.

  • Allow Overlapping Specific Pricings – if selected, the Profile will be able to handle more complex scenarios where the same workspace can be set up as a part of more than one Specific Pricings.
  • Report Last Generated Date – displays the last time when a report was generated from this Profile (read-only).

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