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This article applies to:

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

Making Invoice Adjustments

If an invoice is adjusted by a billing guideline reviewer or Level 1 reviewer, it is routed to the next reviewer. If an invoice is adjusted by a reviewer at a higher level, it is routed back to all the previous reviewers for approval of the adjustment.
The invoice might be routed up and down the approval route multiple times because all reviewers must approve the adjustment before the invoice is marked as approved and ready to be sent to Accounts Payable. The firm is notified that the invoice has been reduced and approved.
Your System Administrator can configure Tracker to allow for programmatic auto-reductions or auto-rejections (reducing to zero) of rates (timekeeper and expense) within LEDES invoices.

Find and Open an Invoice

  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.
note
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.

Invoice-Level Adjustments

Make a LEDES Invoice-level adjustment
  1. Open the invoice you want to work with.
  2. In the
    Invoice Level Adjustments
     collapsible section, click
    Create New Invoice-Level Adjustment
    .
  3. Use the dropdown to specify a reason for the adjustment.
  4. To the far right, under the
    Adjustments
    column, enter an adjustment amount. A positive number increases the invoice amount; a negative number reduces it.
  5. Select a button on the toolbar to
    Approve
    ,
    Dispute
    ,
    Reject
    , or
    Save
    the adjusted invoice.
Make a non-LEDES Invoice-level adjustment
For non-LEDES invoices, you can make invoice level adjustments by entering amounts in the adjusted fields. For line item adjustments, open and edit the invoice in its original format, then upload the edited version to Tracker.
  1. Open the invoice you want to work with. The icon in the
    Format
    column identifies the type of invoice.
  2. In the
    Invoice Level Adjustments
     collapsible section, enter the adjusted amounts in the
    Fees
    and
    Expenses
    fields. A positive number increases the invoice amount; a negative number reduces it.
  3. From the toolbar, select
    Save
    .

Line Item Adjustments

Make line item adjustments to an invoice
  1. Open the invoice you want to work with.
  2. In the
    Fee Line Items
     collapsible section, select the
    Edit
     check box next to the fee or expense line item you want to adjust.
  3. Use the
    Reason
    dropdown, select a reason for the adjustment.
  4. Enter an optional comment in the
    Comment
    field if needed.
  5. Enter an adjusted amount in the appropriate column for the type of adjustment you're making. Tracker automatically fills in the amount in the
    Adjust
     column based on your changes.
  6. Select a button on the toolbar to
    Approve
    ,
    Dispute
    ,
    Reject
    , or
    Save
    the adjusted invoice.
Adjust line items in a non-LEDES invoice
If you are not set up to produce LEDES invoices, some companies will accept other invoice formats. These steps describe the line item adjustment workflow specifically for non-LEDES invoices.
note
If the invoice includes tax, you may not be able to adjust it if doing so would make the tax unrecoverable.
If the submitted invoice is in an editable format such as Microsoft Word or Excel, you can make line item edits and upload the edited invoice back to Tracker.
  1. Open the invoice you want to work with.
  2. In the
    Invoice Attachments
     collapsible section, click
    Download
    .The invoice opens in its original file format.
  3. Edit the invoice and save your changes.
  4. Click
    upload marked
     and use the
    Browse
    button navigate to the edited invoice and add the edited file to this invoice record.
  5. From the toolbar, select
    Save
    .

Line item Bulk Adjustments

The bulk adjust feature lets you make the same adjustment to multiple line items at once, instead of having to make each adjustment individually.
Bulk-adjust fee line items
  1. Open the invoice you want to work with.
  2. Check the boxes to the left of the line items you want to adjust.
  3. On the toolbar select
    Bulk Adjust
    .
  4. The window that opens shows the number of items out of the total number that are being adjusted.
  5. Select a button to indicate the type of adjustment you want to make.
Reduce by Percent
  1. Select the
    Reduction Percent
    button.
  2. Enter the percentage by which you are reducing the line item. The default is 100%, which would reduce the amount to zero.
Reduce by Number of Hours
  1. Select the
    Hours
    button.
  2. Enter any number of hours that is greater than zero, but fewer than the total hours.
  1. In the
    Reason
    field, use the dropdown to specify a reason for the adjustment. (Required).
  2. If you want to include additional information, enter a comment in the optional
    Comment
    field.
  3. Select
    Apply
    .
  4. From the toolbar, select
    Save
    .
Bulk-adjust expense line items
  1. Open the invoice you want to work with.
  2. Check the boxes to the left of the line items you want to adjust.
  3. On the toolbar select
    Bulk Adjust
    . The window that opens shows a summary of the bulk adjustments.
  4. In the
    Reason
    field, use the dropdown to specify a reason for the adjustment (Required).
  5. If you want to include additional information, enter a comment in the optional
    Comment
    field.
  6. In the
    Pre-tax
     amount field, enter the adjusted amount.
  7. Select
    Apply
    .
  8. From the toolbar, select
    Save
    .
Editing bulk adjustments
After you have made changes you can:
  • Select the
    Edit
     icon to edit adjustments.
  • Select the
    Undo
     icon to cancel adjustments.