New Accounts/Onboarding Process:

• New account must complete the order form found at https://esilaw.com/buy-now/ 
  NOTE: Customers who sign up for Unity Subscription will not be charged for their esiLaw licences but it must be noted in their Special Instructions.
  

  Plan	# of free users
  Prestige/Prestige Discount Plan	15
  Enterprise/Enterprise Discount Plan	50
  Pro Premium/Pro Premium Discount Plan	100
  Pro Premium Plus/Pro Premium Plus Discount Plan	150
  AB/MB Win Back	3 (or SAE/CSM discretion)

• Support sets up the customer in ADMIN
  • • In ESILaw Admin > Go into Account > Edit > Scroll to List of Client's Licenses > Add New License
      Note: if they do not have a trial account, enter details from the order form
    • License Type = ESILaw 360 Cloud
    • Number of Users Allowed = number of licenses agreed to
    • Number of Lawyers Allowed = number of licenses agreed to
    • Number of Activation Attempts = 200
    • Apply License Expiry = Annually or Monthly depending on contract
    • Based on payment method, set the expiry accordingly
    • Under the Cloud Service Information > check off “Is Cloud Enable” and drop down should read “GT Cloud-DB Server”
    • 2FA should be set to “Do Not Show 2FA window…” for all 3 selections.
    • Replicate Add-on selections based on Trial Add-on selections
    • Click on “Assign New License to Selected Client
• Support completes the checklist for setup in the ticket using the "ESILAW::New Account Setup Checklist" Macro
• Support sends welcome email to customer using the "ESILAW::New Account Welcome Email" Macro
• Support send the ticket to Finance Hotpager to process.
  Note: If this is a Unity Subscription order and all fees are waived, we will still send to Finance Hotpager to advise when to begin billing for the licenses (end of Unity contract).  This can be found on the contract itself that is attached to the Subscription Submission ticket.
• **IF migration is included - do not send to Finance until Migration is completed

IN THE EVENT THAT THE NEW ORDER ALSO INCLUDES A MIGRATION (it is a question on the form), FOLLOW THE STEPS BELOW:

If Migration is included, provide the customer a quote for the requested item (templates attached)

• Data Migrations (from Legacy to 360)
• Data Conversions (from another accounting system to 360)

Migration/Conversion instructions are here: https://customerservice.dyedurham.com/hc/en-ca/articles/4408224692119-Migrations-Conversions 

Payment Method Examples:
INVOICE ANNUALLY:

• Client "A" orders esiLaw on April 10, 2022 and they are paying annually by invoice
• Support processes the order and sets up the account with a billing start date of May 1, 2022 and an expiry of May 1, 2023
• Accounting issues the 1st annual invoice and sends to the customer, they have until May 31, 2022 to pay
• Memorized Transaction set up for April 1, 2023 to send Year 2 invoice with a payment by April 30, 2023.
• Once paid, accounting to advise support to extend expiry to May 1, 2024, if payment not received, client expires and goes to collections
  NOTE: Excel sheet will continue to be sent to support outlining types of cheque/EFT payments (Annual, Monthly, Esicare, 360) so that we can update in ADMIN accordingly.

INVOICE MONTHLY:

• Client "B" orders esiLaw on April 10, 2022 and they are paying monthly by invoice
• Support processes the order and sets up the account with a billing start date of May 1, 2022 and an expiry of May 1, 2023 (the goal is to reduce the manual work on a monthly basis so we will still set this a year out)
• Memorized Transaction set up to perpetually send monthly invoice, beginning on May 1, 2022, on the 1^st of every month with a required payment date prior to the end of that month
• In the event that the customer does NOT pay and invoice for 60+ days, support will be notified by accounting and the overdue accounts will be expired in ADMIN

From Accounting: please note, we have diarized this task on the 7^th of every month.

Example: If May 1st invoice remain unpaid as of Jul.7^th (over 60 days) plus any subsequent bills unpaid (eg. Jun), we will advise support to expire the account on August 7^th, and support to set expiry message to send to clients on -28 days of the expiry date (ie. Jul.9^th). The list for this example would be sent on July 7th. This would ideally be a monthly task for Accounting to perform on 7^th of each month, and Support to perform on 9^th of each month.”

CREDIT CARD - MONTHLY:

• Client "C" orders esiLaw on April 10, 2022 and they are paying monthly by Credit Card
• Support processes the order and sets up the account with a billing start date of May 1, 2022 and an expiry of May 1, 2022
• Accounting contacts customer to set up recurring payments with appropriate recurring date depending on payment frequency
• Accounting advises support and we will connect AXIA and ADMIN, which will update accordingly when the payments are processed through AXIA.
  NOTE: We need to ensure that the expiry notice only comes up at 32 days to ensure they are not notified unless payment does not go through.

CREDIT CARD - ANNUALLY:

• Client "D" orders esiLaw on April 10, 2022 and they are paying monthly by Credit Card
• Support processes the order and sets up the account with a billing start date of May 1, 2022 and an expiry of May 1, 2023
• Accounting contacts customer to OBTAIN FIRST YEAR PAYMENT and set up recurring payments with appropriate recurring date
• Accounting advises support and we will connect AXIA and ADMIN, which will update accordingly when the payments are processed through AXIA.
  NOTE: Set notification to come up 30 days prior to expiry