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Financial setup

Configure duplicate line items audits

Multiple line items in invoices increase the possibility of duplicates accidentally being paid. To increase enforcement of billing guidelines, you can configure Legal Tracker to check for potential duplicate line items. The audit helps catch potential duplicates and lets the invoice reviewer to take action.
You can configure the audit to flag or automatically reject an invoice with a potential duplicate line item. For example, you can have the audit check for line items that have the same billed amount, task code, or date, or a combination of these or other criteria. When duplicates are found, they appear on the
Invoice Review
 page so the reviewer can take action.
System administrators can configure the duplicate line items audit following these steps:
  1. Select
    Settings
    .
  2. In the
    eBilling & Financial Setup
     section, select
    LEDES invoice audits
    .
  3. Select
    Duplicate Line Items Audits
    .
  4. Select the action you want Legal Tracker to take for duplicate line items.
    1. None/Disabled
      : Legal Tracker doesn’t check for duplicate line items.
    2. Warning
      : Duplicate line items trigger an audit warning that will appear in the
      Invoice Review
       page. This flag is just an alert, and no action needs to be performed on the lines to approve an invoice.
    3. Red flag/warning
      : Duplicate line items trigger an audit flag that will appear in the
      Invoice Review
       page. When selecting this option, it won’t be possible to approve the invoice until the audit is cleared.
    4. Auto-reject invoice
      : If you select this option, when a duplicate fee line is found according to the criteria selected, the invoice will be automatically rejected. Provide a comment in the
      Description
      field.
    If you select either the
    Warning
    ,
    Red Flag/warning
    or
    Auto-Reject Invoices
    option, additional settings will appear.
  5. Select the
    criteria
     for Legal Tracker to use when evaluating line items for duplicates. Select as many as you need to refine your results.
  6. Go to the section
    Select invoices to analyze
    , and select where the system will look for duplicates:
    • Current invoice only:
       The system will look for duplicates only in the invoice currently being analyzed.
    • Current and past invoices:
      The system will compare invoices from the same firm and matter and select only those whose billing period end date is after the start of the current invoice's billing month. You can choose if you want to include rejected and disputed invoices.
    To clarify how invoices are selected based on their billing period, consider an example: an invoice with a billing period from January 15, 2025 - February 14, 2025. The system will compare this against invoices from the same matter and firm whose billing period end date is after January 1, 2025.
  7. Finally, you can select
    Exclusion Criteria
     where you can exclude specific matter types, matters, or vendors from the audit as needed.
  8. On the toolbar, select
    Save & close
    .

This article applies to:

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