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Post an Invoice

A company user can post invoices on behalf of a law firm or vendor that does not have access to Tracker. You can also use the LEDES Generator to enter LEDES information, such as fee and expense line items and adjustments to fee, expenses, and tax totals.
Required role | Matter editor, Matter administrator
There are two kinds of invoices in Legal Tracker:
  • Memo entry: A memo entry is posted as an approved invoice, so it is not routed for approval and is not included in the AP Extract (that is, the invoice is not sent to Accounts Payable for payment). However, the invoice is included in reports. Post a memo entry under these circumstances:
    • You have received a paper invoice that has already been approved and sent to Accounts Payable.
    • You want to post a credit entry or a correcting entry that should not be sent to Accounts Payable.
    • Memo entries are included in matters' spend. They are also included in reports, unless explicitly excluded. To exclude these entries, you can use the
      Memo/Live
       filter in invoices type reports.
  • Live invoice: A live invoice is posted as an unapproved invoice and follows the approval route for that matter. When the invoice is finally approved, it is included in the AP Extract and sent to Accounts Payable.
Post a live invoice if you receive a paper invoice and you want to electronically route the invoice for approval on behalf of the firm.

Post a memo entry or live invoice

Required role | You can post a memo entry or live invoice only if you have a matter role of Matter Administrator or Matter Editor.
  1. Select
    Matters
    >
    Matter list
     in the left navigation.
  2. Open the relevant matter and click
    Invoices
    .
  3. On the toolbar, click
    Post Invoice
    .
  4. Under
    Input Selection
    , select either
    Memo Entry
     or
    Live Invoice
    .
  5. If you want to use the LEDES Generator option, check the
    Use LEDES Generator
    checkbox.
  6. In the
    Vendor Information
     collapsible section, select the vendor or law firm and firm office as applicable. In most cases you can select
    Choose from a list
     and a list of firms appears for you to select from. (The firm normally enters the firm matter data.) If the vendor is not in the list, select
    Other
    and enter the vendor information.
  7. In the
    Invoice Header Information
     collapsible section, enter the required information to identify this memo entry. Except for the
    Description/Comments
     and
    P.O. Number
     fields, all fields are required.
  8. Under the
    INVOICE DATA
     collapsible section, select the invoice currency form the
    Invoice currency
     drop-down list. Enter a credit amount as a negative number (for example. -34.33).
    • For a live invoice, enter the amounts to be charged to your company.
    • For a memo entry, enter the amounts to be credited to the firm.
  9. If you are using the LEDES generator and need to post a line item, under the
    Fees
     section, click
    Add line item
     then complete the required fields. This is where you enter timekeeper information and specify task and activity codes.
  10. If you are using the LEDES generator and the invoice includes expenses (for example, photocopies or postal costs) then click
    Add line item
     under the
    Expenses
     section. You can enter timekeeper information and specify task and activity codes.
  11. (Optional) If you need to adjust invoice totals, click
    Adjust total feeds
     or
    Adjust total expenses
     under the
    Totals
     section, then enter the adjustment. To reduce the amount of the invoice, enter a negative number.
  12. On the toolbar, click
    Post & Close
    .
note
The
Other
option for the
Vendor Information
section is only available when posting a memo entry. When posting a live invoice, you must select a firm from the list of available firms. You cannot post a live invoice on behalf of a firm or vendor that does not have firm profile in Tracker. If the invoice you are trying to post needs to be sent for approval and included in AP batch file, but the firm is not available for selection, you must first add or connect existing firm. If the firm you need to a post live invoice for does not have a profile and will not be not be using Tracker, you can create a memo firm. A memo firm cannot have users in Tracker and is only useful as a record against which companies can post invoices.

Post a Credit to a Firm

You can post a credit memo entry on behalf of a law firm to reflect a credit to that firm. For example, a firm that over-billed might send you a check for the amount of the over-billing if the invoice has already been paid, so you would enter a credit memo entry to reflect the refund from that firm.
  1. Select
    Matters
    >
    Matter list
     in the left navigation.
  2. Open the relevant matter and click the
    Invoices
     tab.
  3. On the toolbar, click
    Post Invoice
    .
  4. Under
    Input Selection
    , select
    Memo Entry
    .
  5. In the
    Vendor Information
     collapsible section, click the
    Select
    button and select the law firm that posted the original invoice from the window that opens.
  6. In the
    Invoice Header Information
     collapsible section, enter the invoice number followed by -Adjustment. For example, if the original invoice was 1234, then your memo invoice would be 1234-Adjustment.
  7. Complete the remaining information in the
    Invoice Header Information
     section as applicable.
  8. In the
    Invoice Data
     collapsible section, enter a negative amount if you over-paid or a positive amount if you under-paid.
  9. In the
    Attachments
    section attach an invoice or supporting documents if you have them. (Optional)
  10. Select
    Post & Close
    .

Link rejected invoices to a new invoice

You can link previously rejected invoices to posted invoices with the
Rejected Invoice Linking
 feature. It is available when posting invoices using the LEDES Generator, uploading a LEDES invoice, or for memo invoices.
You can link rejected invoices at 2 points: during the posting of a new invoice, or during the invoice review process.
Link rejected invoices during posting
When posting an invoice, a
Linked Rejected Invoices
 section appears under
Invoice Header Information
. Rejected invoices are eligible to be linked if their invoice date falls within 90 days of the current posting date. For example, if you are posting on April 2, 2026, only rejected invoices dated January 2, 2026 or later will appear.
To link a rejected invoice during posting:
  1. In the
    Linked Rejected Invoices
     section, select
    Link invoices
    .
  2. In the window that opens, select the checkbox next to one or more rejected invoices you want to link. If no eligible invoices exist, the window will indicate that none is available.
  3. Select
    Save
    . The selected invoices will be linked once you post the new invoice.
  4. Select
    Post & close
     to complete the posting.
Link rejected invoices during invoice review
Invoice reviewers can also link or update linked invoices after an invoice has been posted.
To link a rejected invoice during review:
  1. Locate the posted invoice and select the 3-dot menu icon.
  2. Select
    View linked invoices
    .
  3. In the window that opens, select the checkbox next to one or more rejected invoices to link. You can also deselect a previously linked invoice to remove the association.
  4. Select
    Save
     to apply your changes.
note
This feature is not available through API or SpeedPost. Reporting functionality for linked invoices is not yet available.

This article applies to:

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