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This article applies to:

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

Reposting Invoices

Clients can reject or dispute an invoice when they believe there is an issue with the invoice. A client may reject an invoice for any number of reasons. For example:
  • An invoice was posted to the wrong matter.
  • The invoice is a duplicate.
  • The invoice's content is incorrect.
When a client rejects an invoice, they are required to include a comment explaining the reason. Clients generally reject an invoice when the issue cannot be resolved with a simple mark-down (reduce and approve). Contact the client if the reason for rejection is not apparent to you.
Disputing an invoice is similar to rejecting an invoice, except it is intended to be a more collaborative process. When your client disputes an invoice, they may have a question or require clarification regarding an element of the invoice. In addition, companies that want to follow the EU Directive regarding taxes and electronic billing do not have the option to reduce and approve an invoice.
When a client rejects or disputes an invoice, Tracker automatically sends an email alert to the Lead Outside Counsel on the matter and to the billing clerk who posted the invoice. In addition, the Action Items list shows an alert. The alert is shown for for any law firm user who has access to the matter, and to the user who posted the invoice.
If an invoice is rejected, the firm has the option to repost a corrected or revised version of the invoice. Reposting the invoice updates the invoice approval history for that invoice to show the entire history (from the original post to rejection then resubmission).
If the invoice is disputed, the firm must address the company's question and repost the invoice.
note
Disputed invoices are automatically rejected after 45 days of inactivity.
Law firms can repost rejected or disputed invoices using the same invoice number.

Repost a Rejected Invoice

You can repost an invoice to the same matter or post a rejected invoice to a different matter with or without changing the invoice, and you can use the same invoice number. For example, you may need to repost an unchanged invoice to the same matter if your client notifies you that they accidentally rejected a correct invoice.
note
You cannot repost an invoice that was rejected more than 180 days ago. After 180 days, you need to submit a new invoice.
Repost an Invoice Without Changing the Matter
  1. Complete one of the following to access the rejected invoice:
    • From your homepage Action Items, click
      Review
       in the
      Invoice Alert
       column for your Matter Action Items.
    • Access the matter associated with the rejected invoice then click
      Invoices
      .
    • Click
      Billing
       in the left navigation then click
      View invoices
      . Select
      All Invoices (pending & past 30 days)
       or
      Rejected Invoices (past 180 days)
       from the view selector then click
      Change view
      .
  2. Click the invoice number for the rejected invoice.
  3. Click
    Repost
     in the toolbar.
  4. Make the necessary changes to the invoice and/or supporting documents. You do not need to attach a new LEDES or non-LEDES invoice if you are changing only the invoice profile information.
  5. Click
    Save & close
     in the toolbar.
Repost a Rejected Invoice to a Different Matter
  1. Complete one of the following to access the rejected invoice:
    • From your homepage Action Items, click
      Review
       in the
      Invoice Alert
       column for your Matter Action Items.
    • Access the matter associated with the rejected invoice then click
      Invoices
      .
    • Click
      Billing
       in the left navigation then click
      View invoices
      . Select
      All Invoices (pending & past 30 days)
       or
      Rejected Invoices (past 180 days)
       from the view selector then click
      Change view
      .
  2. Click the invoice number for the rejected invoice.
  3. Click
    Repost
     in the toolbar.
  4. Click
    Change matter
     for the
    Matter Name
     field.
  5. Complete one of the following:
    • If you know the name of the matter you want to repost the invoice to, enter it the invoice to in the
      Matter name
       field then click
      Generate list
      .
    • If you do not know the name of the matter you want to repost the invoice to, search for the matter using
      Field to search
       and
      Field
       then click
      Generate list
      .
  6. Click
    Select
     for the matter you want to repost the invoice to.
  7. Make the necessary changes to the invoice and/or supporting documents. If you do not need to change the actual invoice attachment, you are not required to attach a new LEDES or non-LEDES invoice.
  8. Click
    Save & close
     in the toolbar.
note
If you repost an invoice and do not make any changes, a message displays, confirming that you want to repost all the same invoice information.

Repost a Disputed Invoice

You can repost a disputed invoice with the same invoice number, with or without changing the invoice. You cannot repost a disputed invoice to a different matter.
To repost a disputed invoice with no changes:
  1. Complete one of the following to access the disputed invoice:
    • From your homepage Action Items, click
      Review
       in the
      Invoice Alert
       column for your Matter Action Items.
    • Access the matter associated with the disputed invoice then click
      Invoices
      .
    • Click
      Billing
       in the left navigation then click the
      View invoices
       tab. If necessary, use the view selector then click
      Change view
       to limit the number of invoices displayed.
  2. Click the invoice number for the disputed invoice.
  3. Click
    Repost
     in the toolbar.
  4. Ensure
    No
     is selected for
    Attach new invoice
    .
  5. If necessary, attach new supporting documents.
  6. Enter your response to the client's concerns about the invoice in the
    Reply to Dispute Comments
     field. This field is required.
  7. Click
    Save & close
     in the toolbar.

Repost a modified invoice

  1. Complete one of the following to access the disputed invoice:
    • From your homepage Action Items, click
      Review
       in the
      Invoice Alert
       column for your Matter Action Items.
    • Access the matter associated with the disputed invoice then click
      Invoices
      .
    • Click
      Billing
       in the left navigation then click
      View invoices
      . Select
      All Invoices (pending & past 30 days)
       or
      Rejected Invoices (past 180 days)
       from the view selector then click
      Change view
      .
  2. Click the invoice number for the disputed invoice.
  3. Click
    Repost
     in the toolbar.
  4. Select
    Yes
     for
    Attach new invoice
     then click
    Browse
     to attach the invoice. Make sure the modified invoice has the same invoice number as the original invoice.
    note
    You can repost the invoice if you used the LEDES Generator.
  5. If necessary, attach new supporting documents.
  6. Enter your response to the client's concerns about the invoice in the
    Reply to Dispute Comments
     field. This field is required even if you attach a modified invoice.
  7. Click
    Save & close
     in the toolbar.

Reposted Invoice History

When you repost the same invoice to the same matter, the invoice retains its original details such as invoice number, billing period and date of invoice. On
Profile
 for the invoice, Tracker updates the
APPROVERS & APPROVAL HISTORY
 collapsible section to show the original posting date, the rejection date and the resubmission date. The invoice history comment shows when an invoice was reposted to a different matter.