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Working with Invoices

Clear audit flags
All audits for an invoice must be addressed by a level 1 approver before the invoice can move forward in the invoice approval route.
note
If the company enabled Timekeeper Rate Review in Tracker, a timekeeper rate reviewer resolves level 1 audit flags, assisted by a link to approve all timekeeper rates for the matter.
  1. Open an invoice that has a red audit flag.
  2. Select
    Audits
    .
  3. Review each audit section, and then select an action. Note that these actions vary by audit type.
  4. Clear all red flag audits and save before moving on to invoice adjustments.
  5. Review other audit flags as needed before moving on to adjustments.
Processing audit exceptions
Tracker reviews submitted invoices and displays an audit flag for the following conditions:
  • Over-budget alerts
     (all invoices): The invoice total exceeds the amount remaining in the submitted budget.
  • Timekeeper rate changes
     (LEDES invoices only): The invoice contains a new timekeeper or a change in rate for an existing timekeeper.
  • Expense guideline audits
     (LEDES invoices only): The invoice includes an expense over the maximum rate (for example, the cost of individual photocopies) or the maximum amount (for example, the total charge for photocopying).
  • Billing period audits
     (all invoices): The invoice is posted too late or too early or the invoice spans across months, fiscal quarters, or fiscal years.
Move an invoice to a different matter
On the
Invoice
 page, click the three small dots icon on the toolbar, then select
Move
 from the
More
 menu.
Download an invoice
On the
Invoice
 page, click the three small dots icon on the toolbar, then select
Download original invoice
 from the
More
 menu.
Print an invoice
On the
Invoice
 page, click the three small dots icon on the toolbar, then select
Print
 from the
More
 menu.
View your invoices or those of your delegator
By default, the Invoice Review page displays only those invoices for which you are directly responsible. However, if you are a delegate for someone else, you can use the first drop-down list to display your delegate-related invoices.
View recent invoice adjustments
In the
RECENT
 column:
  • a down arrow
    ↓
     indicates either you or a prior approved adjusted
  • an
    X
    indicates a prior approver rejected the invoice
  • a circle indicates that a previously rejected invoice was reposted by the law firm.
View invoice details
To view the
Invoice
page, click the invoice number. This tabbed Invoice page will open to the line item details of a LEDES invoice or the Fees/Expense summary for a non-LEDES invoice.
  • For all invoices, you can view supporting documents. In the
    Supporting Documents
     section you can download approved timekeeper tates, if attached.
  • For LEDES invoices (L or I), you can make invoice-level or line-item adjustments and comments. "I" indicates that the invoice was posted using the LEDES Generator or that it is a LEDES 1998BI (international) invoice.
  • For non-LEDES invoices (O), you can download the original invoice, and if necessary, upload a new, marked-up invoice.
To view the invoice profile, click the
Profile
tab. The profile reflects Incomplete Task Alerts with links to the alerts. From the invoice
Profile
tab, you can also approve, dispute or reject the invoice, view a list of incomplete tasks, and add additional approvers to the approval route.
A list of incomplete tasks for that invoice are listed in the
Incomplete Task Alert
section.
View audit details
To view the audit details for a specific invoice, click the invoice number and then click the
Audits
tab. Tracker reviews submitted invoices and displays an audit flag for the following conditions:
  • Over-budget alerts
     (all invoices) An invoice total that exceeds the amount remaining in the submitted budget
  • Billing period audits
     (all invoices) An invoice that was posted too early or too late or for those invoices spanning across months, fiscal quarters, or fiscal years.
  • Timekeeper rate changes
     (LEDES invoices only) An invoice that contains a new timekeeper or a change in rate for an existing timekeeper
  • Expense guideline audits
     (LEDES invoices only) An invoice that includes an expense over the maximum rate (for example, the cost of individual photocopies) or the maximum amount (for example, the total charge for photocopying)
The other option your company has is to configure the system to auto-reduce or auto-reject the rate or auto-reject the entire invoice that contain billing period, timekeeper rates and expense guideline violations.
View matter details
From the Invoice review page, you can click the matter name to view the Profile tab on the Matter page. This Matter page contains detailed information about the matter, including participating law firms, budgets, prior invoices, documents, events, status, and the resolution status.
View and edit accounting codes, accounts payable route and tax configurations
Given the general configuration of your review screen you are likely to find editable invoice information associated with accounting codes, account payable route, tax configurations, etc. by clicking the down arrow on the far right of the invoice row and then clicking
Edit
next to
AP Code
. This will open sections where you can modify accounting codes, AP Route, matter profile tax configurations and default allocations and location of work.

This article applies to:

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