In this article we are going to cover how to use the AXIA / esiLaw 360 Admin tool to reconcile monthly expiry notifications for esiLaw customers. This should be done on a weekly basis by either the CSC Coordinator or the Finance Team. This will ensure customers are properly billed and not receive the expiry notification in their copy of esiLaw 360.
Checking the Reconciliation Report
In your browser go to the following page: http://axiaapi.esilaw.com/EsiAxiaReconcile.aspx
*** Important ***
This page does take a few minutes to load, so do not be concerned if you see a blank page.
Once the page has loaded you should see results under the following sections
1) List of ESILAW clients > Not exists in AXIA system
2) List of ESILAW clients > Not enabled in AXIA
3) List of mismatch renewal dates between ESILAW & AXIA Systems
4) List of mismatch recurring amounts between ESILAW & AXIA Systems
1 - List of ESILAW clients > Not exists in AXIA system
This section will show you the list of all clients who do not have proper AXIA ID's entered or linked up.
In this example here you can see under "Client ID on AXIA" they show no results.
How To Resolve "Not exists in AXIA system":
- Log into esiLaw 360 Admin
- Use the Client ID from the list to search for customers esiLaw account
- Click View on their license
- On the right side under Zip Code you will see their Client System ID (example below highlighted)
- Take this ID number and copy it into the clients corresponding AXIA account
Make sure the esiLaw 360 Admin "Client System ID" goes under the "CustID" in AXIA
2 - List of ESILAW clients > Not enabled in AXIA
This section will show you the list of all clients who are showing as disabled in AXIA.
In this example you can see under "Axia Status" it says "Disabled"
How To Resolve "Not Enabled in AXIA":
- Log into AXIA
- Look up the customers account using the Client ID or Firm Name
- See their status to Enabled in AXIA and ensure customers account is still in good standing
3 - List of mismatch renewal dates between ESILAW & AXIA Systems
This section will show you the list of all clients who have mismatched renewal dates between AXIA and esiLaw 360 admin.
In this example you can see the top result has a renewal date of 2025/05/31 in esiLaw 360 admin but 2025/05/27 in AXIA.
How To Resolve "mismatch renewal dates":
- Log into esiLaw 360 admin
- Look up the customers account using the Client ID or Firm Name
- Click view on their esiLaw license
- Scroll down to their active license and click "Edit"
- Change the customers expiry to reflect what is in AXIA
- Scroll down and click the "Update License Information" button
- You will get a prompt to check off "Are you sure"
- Check off and update license information
Do this for all customers that show up on this list.
4 - List of mismatch recurring amounts between ESILAW & AXIA Systems
This section will show you the list of all clients who have mismatched monthly charges between AXIA and esiLaw 360 admin.
In this example you can see the top result for Geord Holland Law has a monthly charge in esiLaw 360 admin for $834.62 but in AXIA their monthly charges is only $112
How To Resolve "mismatch recurring amounts":
- Log into esiLaw 360 admin
- Look up the customers account using the Client ID or Firm Name
- Click view on their esiLaw license
- Scroll down to their active license and click "Edit"
- Change their monthly amount to reflect what they are paying in AXIA.
*** Important *** Changes To Customers Monthly Charges
If you are unsure about what the customer should be paying (if they are part of a promo etc). Please reach out to someone on the finance team with the customers firm name and esiLaw account number. They will inform you the proper amount the customer should be paying.
If there is a change in payment amount - have someone from sales or finance reach out to the customer and inform them of the changes and give them minimum 1 billing cycles notice before charging their account appropriately.
Checking The List Of Pending Payments
To check the list of pending payments visit the following link: ESILAW Reccurring Payments - Scheduler
This list should be checked on a weekly basis and we can see if we can verify the payment or if something needs to be fixed with the customers account in AXIA or esiLaw 360 admin. This should be done by either the CSC Coordinator or Finance.
When you click on the link you should get a list that looks like this
How To Resolve "pending payments":
- Click on "Verify Payment" one at a time for each name on the list
If The Page Loads With A Number like
The payment has been successfully verified
If The Page Loads With A 1.0
The payment was unable to be verified.
If you have any payments that cannot be verified check the following
- Customers AXIA ID is updated in esiLaw 360 Admin & AXIA
- Customer has matching renewal dates
- Customer has matching recurring amounts in esiLaw 360 Admin & AXIA
You should now feel confident in Reconciling Admin and AXIA. If you have any additional questions please feel free to reach out to the CSC Western Canada Supervisor.