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Invoices

Reviewing Invoices

Select
Financial
 >
Invoice Review
 to open the Invoices list.

The Invoices List

  1. Invoices requiring action appear on the
    Pending invoices
     tab.
  2. The
    Recently reviewed invoices
    tab lets you quickly access invoices that were reviewed in the last 30 days. This tab shows recently approved, rejected or disputed invoices.
  3. Use the dropdown to select the specific invoices to review. You can show your own invoices, your delegates' invoices, or other users' invoices.
  4. Quick filters
     is a set of pre-defined filters that make it easy to quickly find invoices that need your immediate attention. Click a filter button to show only the invoices in that filter. For example, in this illustration the
    30+ days old
     filter indicates that there are 23 invoices that are more than 30 days old. Selecting this filters shows only those invoices.
More...
You can select
Edit
to customize the quick filters. A panel opens that shows you all available options. The buttons next to each option let you turn the option on or off. In this example, quick filters for invoices older than 30 days and 60 days are enabled, but the filter for invoices older than 90 days is turned off.
  1. The
    Pending invoice amounts
     card shows an overview of totals for your invoices in your preferred currency. By default these are the pending totals. When you apply or remove a filter the totals are recalculated to show the information for amounts included in the filter. You can select
    See details
     to show a breakdown by fees, expenses, and taxes.
  1. Use
    Advanced filters
     to filter invoices based on additional criteria. When filters are applied a banner appears above the list and shows the filters that are applied and the number of filters.
More ...
Use any combination of the filters to help you find the specific information you are searching for. In this example, you could:
  • Show only the invoices from a particular vendor, lead company person, or AP route.
  • Filter the list by matter type, organizational unit, or practice group.
You can select the
Show more
 button to show additional filters. Click
Apply
to save and apply the filters.
Tip | You can select the
Clear filters
button to remove all advanced filters.
  1. You can select the Column options icon to customize the columns on this page. You can choose from a list of possible columns and indicate whether the columns appear on the list page or only in the drawer:
  • Check the buttons under
    Column
    for the fields that you want to appear on the page when it opens.
  • If you select
    Drawer
    , that column does not show on the page but is visible in the drawer when you can click the chevron .
  • To hide a field completely, select the button in the
    Off
    column.
  1. The indicator in the
    Audit Status
    column indicates whether there are audits for the invoice or not, and if there are cleared audits.
  2. In the
    Actions
    column, select the
    Approve
    button to the right of invoices you want to approve.
  1. You can select the chevron at the end of a row in the list to open a drawer that shows supporting information.
  2. You can select the hyperlinked invoice number to open the invoice.

Approving Invoices from the Invoices List

You can approve individual invoices, or select several to approve at the same time. When you approve an invoice, it is removed from the
Pending Invoices
 tab and appears on the
Recently reviewed invoices
 tab.
Tip | To reject or dispute an invoice, or to make line item adjustments, you must open individual invoices.
Approve an invoice
Select the
Approve
button to the right of the invoice you want to approve.
If an invoice is approved without adjustments by every reviewer on the approval route, it is marked as approved and ready to be sent to Accounts Payable. The firm is not notified until the invoice is paid.
Approve multiple invoices
Check the checkboxes to the left of the invoices you want to approve, then select the
Approve
 button in the header above the list.

Working with Invoices

  1. In the left navigation, select
    Financial > Invoice Review
    .
  2. In the
    Invoice
    column, select the hyperlinked name of the invoice you want to work with.
Tip | You can also open an invoice by opening a matter and selecting the
Invoices
tab. You can post invoices and approve individual invoices, but to approve all of your pending invoices at once, you must open them from the
Invoice Review
 option in the left navigation.
Invoices with Audit Flags
If there are audits associated with an invoice, the
Audits
tab displays a red dot indicator.
The option to approve the invoice is disabled until audits are cleared.
On the Audits page, sub-tabs show details about audit issues.
note
If there are duplicate invoices in a matter, a sub-tab shows the number of potential duplicates and gives you options so you can take any necessary action.
Rejecting an Invoice
  1. Open the invoice you want to reject and select
    Reject
    on the toolbar.
  2. In the dropdown on the window that opens, select a reason from the list. You can also add an optional comment in the
    Internal comment
     section.
  3. If you want to add a comment to the firm, enter your message in the
    Firm Comment
     area. These firm comments are only shown to the firm after the invoice is finally approved, rejected or disputed.
  4. Click
    Save
    .
If an invoice is rejected by a billing guideline reviewer or Level 1 reviewer, it is immediately returned to the firm. Comments to the firm are required when an invoice is rejected.
If the invoice is rejected at a higher level, it is routed back to all the previous reviewers. At each level, reviewers can agree or disagree with the rejection and add internal comments to other reviewers (which the firm does not see). The Level 1 reviewer adds comments to the firm, and the invoice is then returned to the firm.
note
When the invoice appears on the prior reviewer's Invoice Review page, it is automatically reduced to $0.00. If an invoice is returned to you but you do not want the invoice to be rejected back to the firm, do not click
Agree with rejection
. Instead, open the invoice, click
Invoice
tab, click
Disagree and readjust
, adjust the invoice then approve it again.
A Company System Admin who has Invoice Rejector permissions can reject any invoice back to a previous approver, or, in some cases, directly back to the firm.
Rejected invoices are removed from approver queues.
note
Allowing invoice rejectors is a less strict policy for controlling invoice approvals than when only the current invoice approver is allowed to reject an invoice. Each organization must determine if allowing Invoice Rejectors is compliant with their policies for internal controls.
An invoice can be auto-rejected if your System Administrator has configured your audits and guideline rules to do so. The law firm can then correct and resubmit the invoice.
Your System Administrator can configure Tracker to allow for programmatic auto-rejections of LEDES invoices when timekeeper or expense audit/guideline audits are triggered or for when billing period/spanning audits are triggered within both LEDES and non-LEDES invoices.
Disputing an Invoice
You can use the Dispute function to communicate with firms about problems with an invoice. Disputing an invoice is similar to rejecting it, except the law firm has an opportunity to correct and resubmit the invoice.
When the Level 1 invoice reviewer disputes an invoice, a comment to the firm is required. As the disputed invoice moves through the approval route, the next level approvers have the opportunity to agree or disagree with the dispute and add internal comments. When the invoice has completed the approval route chain of reviewers, it is sent back to the firm with the Level 1 Approver dispute comments only (not the internal comments by other reviewers). Firm users also receive an Action Items alert notifying them of the disputed invoice. They can then alter and repost the invoice or repost the invoice with no changes. For more information about disputing, see the Invoice Review Options .
  1. Open the invoice you want to dispute and select
    Dispute
     on the toolbar.
  2. On the window that opens, type an explanation in the
    Firm Comment
    box (required). The law firm will be able to see this comment after the invoice is finally approved, rejected, or disputed. You can also add an optional comment in the
    Internal comment
     section.
  3. Click
    Save
    .
Disputing an invoice follows the same process as rejecting an invoice, except that the law firm is required to respond to the reviewer comments when resubmitting the invoice. The dispute process is an important option if your company wants to comply with EU VAT recovery rules, which state that an invoice must be unaltered by the recipient in order for tax to be recovered.
The law firm can then respond to the comments and resubmit the invoice, with corrections if necessary.

This article applies to:

  • PRODUCT: Legal Tracker
  • Subject: Billing,Invoices
  • Audiences: Company