Review the converted invoices
Review the converted invoice by comparing the extracted on-screen data to the original invoice file, ensuring that totals, currency, timekeepers, fees, and expenses match before posting.
To open the review page, select the
Ready for review
link on the View invoices
page or the Review LEDES invoice
button on the invoice page. The review page is very similar to the existing LEDES generator.You can access the original invoice file directly from the toolbar. PDF links open in a new browser tab, while other file types download immediately when selected.
When reviewing the conversion results, verify that the information displayed on the screen matches the data in the original invoice file. Resolve any discrepancies before selecting
Post & close
. Once you select
Post & close
, the invoice is delivered to the customer and routed for approval.Invoice totals
The invoice totals displayed in the toolbar are calculated from the fees, expenses, and taxes extracted from the invoice file. These totals must match the totals in the original invoice file; otherwise, invoice reviewers may reject the invoice.
Occasionally, a slight discrepancy, such as a difference of a tenth of a cent, may appear between the calculated totals and those in the original invoice file. Rounding errors typically cause this, as Legal Tracker calculates taxes by aggregating line item taxes rather than applying the tax percentage to the invoice total. You can resolve this minor difference by adding an invoice-level adjustment of type fee or expense.
Invoice header information
Legal Tracker compares the matter, invoice number, and currency entered when the invoice was initially posted against the values extracted from the uploaded file. If discrepancies are detected, you can:
- Change the matter if the extracted value confirms the invoice was assigned to the incorrect matter.
- Apply the extracted values to override the previously entered invoice number and currency, or
- Correct the fields manually to ensure they accurately reflect the details in the uploaded file.
All other fields, such as invoice date and billing period start and end dates, display the extracted data and can be edited if any inaccuracies are found.
Invoice data
Verify that the invoice currency matches the currency indicated in the invoice file.
Fees
Legal Tracker automatically extracts fee details and populates the
Fees
section. Required details include the date, timekeeper, description, time or hours worked, and the corresponding amount. Additional optional information, such as tax type and percentage (for example, VAT at 15%) or any adjustments, is also extracted if available.Legal Tracker recognizes previously submitted timekeepers by their ID or name. It automatically populates their TK ID and classification if not provided in the invoice.
For new timekeepers, you must manually enter the TK ID and TK Classification for each fee line item if this information is not included on the invoice.
Refer to the best practices for clearly presenting fee details in your invoice files.
important
- Many Legal Tracker customers automatically reject invoices with unapproved timekeepers. Review your clients' billing guidelines before submitting invoices with new timekeepers.
- Each timekeeper must be clearly identified on the invoice with:
- The 1st and last name — if provided, must be consistent across all invoice submissions.
- ID (optional) — if provided, must be consistent across all invoice submissions.
- Classification:
- If provided, it must match an approved company classification.
- If omitted, manually select the classification for each fee line item the first time the timekeeper appears, unless previously submitted via an invoice or rate sheet.
- Rate — if not provided, Legal Tracker infers the rate based on the total fee amount and time or hours associated with the fee.
- Some clients require aTask Codeand occasionally anActivity Codefor each fee line item. If these are missing from the invoice, you must select them for each fee line item.
Expenses
When expenses are included on the invoice, Legal Tracker automatically populates the
Expenses
section. If essential details such as the expense date or expense code are missing, you must complete all mandatory fields. Enter the missing data directly in the required fields. If the number of units is not provided, Legal Tracker automatically infers 1.Refer to the best practices for clearly presenting expense details in your invoice files.
Invoice-level adjustments
If the invoice file lacks details such as timekeepers, hourly rates, or hours, fees appear as invoice-level adjustments of type “fees.”
Legal Tracker permits invoice-level adjustments for expenses. However, clients generally request that all expenses be recorded as expense line items with detailed information in the Expenses section.
Best practices for formatting your invoice files
For optimal conversion accuracy, ensure your invoice files follow these best practices.
An invoice file
Combine all invoice content — including the summary, fee details, and expense details — into a single file for greater clarity and completeness.
Single currency
Ensure all amounts in the invoice are presented in a single, consistent currency. Avoid including multiple currencies within the same invoice whenever possible.
Clearly presented invoice totals
Ensure your invoice lists total fees, expenses, tax type, and rate (such as VAT 16%), tax amount, and the grand total in a clear, easy-to-read format.
Clear, complete fee details
Each fee line item should clearly state the timekeeper, fee description, duration (hours), tax (if needed), adjustment (if needed), and total fee amount.
- Optionally, you may also include the timekeeper ID, classification, and rate for each fee line item.
- Alternatively, provide a summary table after the detailed list of fees containing the timekeeper name, ID, classification, and rate.
Examples of well-documented fee details:
- Fee details with summary table for timekeepers.
- Timekeeper information provided before the fee details.
- Timekeeper information included in the fees table.
Including task and activity codes
Task and activity codes can be included in separate columns.
They can also be included within the fee description.
Clear expense and disbursement information
List expenses in a separate, clearly labeled section or table, distinct from fee details, to avoid confusion.
Consistent formatting
Align all tables consistently throughout the invoice. Align data fields related to legal fees — such as date, timekeeper, description, and duration — uniformly.
Avoid splitting fee descriptions across pages
Don’t split fee descriptions across page breaks, as this may cause duplication of fee entries in the converted invoice.