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Invoices

Assign additional invoice approvers, reviewers, or delegates

Invoice approvers can delegate approval authority to other users or choose an additional approver or reviewer during the invoice approval process.
You might need to do this when:
  • A complex matter has been created involving many different attorneys in the law department. A company may need additional reviewers/approvers with full knowledge of the matter in addition to the approvers specified in the approval route.
  • If an attorney in the law department will be on an extended leave of absence, the attorney needs to temporarily delegate his or her approval authority to a different user.
note
You can use Tracker to delegate invoice approval to other Tracker users. However, if you need a non-Tracker user, such as an insurance adjuster, to review and approve invoices, you have to send the invoices to those people manually outside of Tracker.

Assign an additional approver to an invoice

Additional approvers can be added during the invoice approval process. You can't add an approver that's already on the approval route, but if you want to send the invoice back to a person who has already approved it, you can reject the invoice back to them.
Do the following to add an approver:
  1. Select
    Home
     then
    Action items
    .
  2. Go to
    Invoices
     and select the number next to it, which indicates the number of invoices pending your review.
  3. Select the number for the invoice you want to add an approver to.
  4. Select
    Profile
     to open the invoice profile, then select
    Approvers & Approval History
    .
    note
    If you're using the new invoice page, select
    All approvers
     from the Invoice processing section, then
    Add approver
    .
  5. Make sure the person you want to add is not already on the approval route.
  6. Select
    Add additional approver
    .
  7. Enter the person's first name and select
    Go
    .
  8. Select their hyperlinked name to add them to the approval route.
  9. Select
    Remove
     next to their name if you ever need to remove them from the approval list. 
note
  • Each additional reviewer gets an email notification when the invoice is ready for their review and they can see comments from the user who added them.
  • If the additional reviewer is not a matter participant, they can only view the invoice before approval.
  • The invoice will not be visible to non-matter participants after the invoice is approved.
  • A primary approver can approve an invoice before the additional reviewers have approved it. If this happens, the invoice goes to the next primary approver and bypasses the additional approvers.

Delegate invoice approval to another user

Each user can specify up to five delegates. When selecting a delegate, the delegator can specify whether the delegate has invoice approval authority. If the delegate is given invoice approval authority, then the delegate will receive an email notification of the delegator's pending invoices (if email notifications are enabled), and the delegate can choose to view the delegator's invoices on the Invoice Review page.
If the delegate approves the invoice, the invoice will be considered approved for that level and the delegator will not have an opportunity to approve the invoice. Once a user selects a delegate, the delegate will be able to instantly approve the delegator's invoices. NOTE: Accounting Code Reviewers (ACR’s) cannot delegate invoice coding approval authority. Instead ACR’s should request that another approver be added as a backup to them on the Invoice Approval Route.
Companies can deactivate the ability to delegate invoice approval authority. For security reasons, some companies choose to block the ability for users to delegate invoice approval authority. If the company has blocked the invoice approval delegation feature, then users will not see the option to delegate invoice approval authority when selecting a delegate:
If your company has blocked invoice approval delegation but you need someone else to approve your invoices for you, request that your Company System Administrator create an backup for you on the invoice approval route.

Create a backup on the invoice approval route

Company System Administrators can set up invoice approval routes to include backup reviewers (other users cannot edit or create invoice approval routes). A backup reviewer can be selected for the Billing Guideline Reviewer (level 0), level 2-10 approver, or an Accounting Code Reviewer (ACR). Backups will receive Action Items alerts (and email alerts if activated) for pending invoices. You cannot specify a backup approver for the Lead Company Person, however the specific Lead Company Person can assign a delegate to approve their invoices.
When a backup reviewer is added to a route, the person is instantly able to approve pending invoices at that level in the route.
If the backup approves the invoice first, it is approved for that level, and the primary approver will not have an opportunity to approve the invoice.

This article applies to:

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