Management information
Can I see individual time entries in ayora?
Yes! It's never been easier to review time entries. Head to the ayora dashboard and click on unbilled or billed time next to a matter. That will open the history of the relevant time entries.
What's more, you can search and filter time entries, and even track billing realisation of individual entries.
Read more here.
Can I view bills in ayora?
Yes! You can view all the bills on a matter in ayora - simply click on the value in the Bills column. This will open up a timeline of all your bills, where you can check amounts and payment status.
Note that we might be missing full bill history for bills predating ayora's go live - this is the artefact of our data connection with your core systems.
Read more here.
What other data can I see in ayora?
We provide a treasure trove of data at your fingertips. By default, we display certain columns, but that's not everything we can do! Click on the columns button in the right-hand corner above your matter list and select which ones to show. Here is the full current list - let us know if you'd like to see anything else!
Read more here.
Collaboration
How do I comment on a matter?
Click on the matter's name - that will open a side bar with comments.
Read more here.
Will anyone know I’ve left a comment on a matter?
You can decide who gets notified - tag them in the comment (type @their name). They will get an email alert as well as a notification inside the app.
Read more here.
Can non-partner fee earners use ayora?
In principle - yes! It’s up to your firm’s administrators. It non-partners are onboarded, they can see and interact with all the matters to which they have added time.
Can my Personal Assistant (PA / EA) log into ayora?
Yes, as long as you explicitly invite them to ayora. That’s very easy to do - please refer to this quick guide.
Making ayora your own
How do I set a matter billing schedule and what does that do?
Having (even a simple) billing schedule recorded is a key element of good matter financial hygiene.
Ayora uses machine learning to impute each matter's billing schedule. However, you can manually specify the next expected bill date and set a billing schedule if you prefer. Choose from one of the default options, or create a custom schedule, e.g. based on a specific milestone.
Setting the billing schedule in ayora will let our platform know when to notify you of an upcoming bill.
Read more here.
How do I set a matter budget in ayora?
Encoding budgets is a great way to stay on top of pre-agreed constraints. Budget tracking is a powerful tool for managing client expectations and internal workload.
You can manually provide a budget for each matter. All you need to do is key in the value! If you have more complicated arrangements with a client, you can add notes in the matter's comments section.
Setting a budget in ayora will let our platform know when to notify you of mounting fees. We will also pass this information on to your Finance Business Manager. Finally, rest assured - underlying data in your systems of record remains unchanged.
Read more here.
Can I set my own WIP / budget alert?
Yes, you can! Click on the alarm clock icon in the Unbilled Time cell and follow the instructions. You can choose to be notified when, on a matter:
- the actual reaches a pre-defined value (e.g. £100k), or
- the actual reaches a pre-defined % of budget (e.g. 50%), or
- every time the actual is increased by a pre-defined value (e.g. every time £10k is added).
Read more here.
Can I group or link matters together?
Yes, absolutely - you can assign matters to groups and set & monitor time, budgets and bills at the aggregate level. Read more here.
I have many matters. Can I sort or filter?
Yes! Click on the column heading by which you want to sort the table. You can filter by Matter Partner and by Matter Status. You can also search by Matter Name.
Managing ayora emails
I want to be emailed the automatic alerts about a matter
You will automatically receive ayora alerts on matters where you are the Matter Partner.
If you want to receive alerts about a matter that you are not the Matter Partner on, you can assign yourself as the Lead Decision Maker on that matter. To do that, right-click on the name of the matter in question (or use the Lead Decision Maker column).
Note that Lead Decision Maker is an ayora concept that does not affect who the Matter Partner is in your core system.
I want someone else to receive the ayora alerts about a matter
You will automatically receive ayora alerts on matters where you are the Matter Partner.
If you want someone else to receive alerts about a matter that you are the Matter Partner on, you can assign them as the Lead Decision Maker on that matter (or ask them to do that themselves). To do that, right-click on the name of the matter in question (or use the Lead Decision Maker column).
Note that Lead Decision Maker is an ayora concept that does not affect who the Matter Partner is in your core system.
Ayora and your firm’s core PMS
The figures I’m seeing in ayora don’t agree to my PMS / system of record.
Please note that there might be a lag of approximately 24 hours between your system of record / PMS and ayora. That is caused by the data connectivity model between the twp applications. Please contact us if you’d like to discuss any data issues further.
What happens when I update a value in ayora?
Setting a value (e.g. a budget or a billing date) in ayora will help our platform notify you of relevant items at precisely the right time.
Where relevant, we will also communicate update values to your Finance Business Manager.
Finally, rest assured - the underlying data in your firm's core systems remains unchanged.
Can I trigger a pre-bill / pro-forma bill via ayora?
No, at present you cannot trigger or create a pre-bill (pro-forma invoice) via ayora. Please let us know if you’d like us to add that functionality.
Can I instruct a write-off via ayora?
Yes, you can request a full write-off of a matter - right click on a matter’s name and select ‘Request write-off’ from the menu that appears.
Please note that currently, you cannot request a partial write-off via ayora. Please let us know if you’d like us to add that functionality.
Can I request a time transfer via ayora?
No, at present you cannot request a time transfer (move time) via ayora. Please let us know if you’d like us to add that functionality.
How do I contact ayora?
Drop us a line at support@ayora.ai