The most common causes are:
A timekeeper ID mismatch in a LEDES invoice
A timekeeper name mismatch in a PDF invoice
A missing or unapproved timekeeper rate
1. Timekeeper ID Mismatch (LEDES Invoices)
For LEDES invoices, Brightflag verifies timekeepers using the timekeeper ID.
If the timekeeper ID in the LEDES file does not exactly match the approved ID in Brightflag, the system treats the timekeeper as new and may reject the invoice.
Example
Approved Timekeeper ID | Timekeeper ID in LEDES File | Result |
BFF | BF | Invoice is rejected because the IDs do not match |
Even if the timekeeper name matches, the invoice may still be rejected if the ID is different.
How to Fix
Step | Action |
1 | Ask the vendor to correct the timekeeper ID in the LEDES file |
2 | Ensure the ID exactly matches the approved ID in Brightflag |
3 | Resubmit the invoice |
2. Timekeeper Name Mismatch (PDF Invoices)
For PDF invoices, Brightflag identifies timekeepers using the name listed on the invoice.
If the name on the invoice does not exactly match the approved timekeeper name in Brightflag, the system may flag the timekeeper as new.
Common Causes
Spelling differences
Abbreviated names
Different formatting
Missing middle initials
Example
Approved Name in Brightflag | Name on Invoice PDF | Result |
John A. Doe | Doe J. | Invoice may be flagged for a new timekeeper |
Even though it is the same person, the system may treat it as a different timekeeper.
How to Fix
Step | Action |
1 | Ask the vendor to correct the timekeeper name on the invoice |
2 | Ensure the name matches the approved record in Brightflag |
3 | Re-upload the invoice |
3. Missing or Unapproved Timekeeper Rate
Invoices may also be rejected if the timekeeper does not have an approved rate.
This can occur if:
The vendor did not submit a timekeeper rate
The rate request is still pending
The rate request was rejected
How to Fix
Step | Action |
1 | Submit the missing timekeeper rate request |
2 | Wait for the client to approve the rate |
3 | Resubmit the invoice |