When an invoice is submitted, Brightflag automatically validates timekeeper rates against your approved records. If a rate issue is found, the system raises a flag on the invoice. This article explains the most common timekeeper-related flags and how to resolve them.
Where Timekeeper Flags Appear
Timekeeper flags appear in three places on the invoice detail page:
The Flags panel in the left sidebar, showing each flag with its percentage and dollar impact
Inline flag pills on individual fee line items (dark rounded labels below the line description)
The Expanded Flags dialog (click Expand), showing full descriptions and affected timekeepers
1. New Timekeeper
This flag is raised when a timekeeper on the invoice does not have a rate submitted for approval.
This can occur when:
The vendor did not submit a timekeeper rate before invoicing
The timekeeper ID in a LEDES file does not match the approved ID in Brightflag
The timekeeper name on a PDF invoice does not match the approved name
Timekeeper ID Mismatch (LEDES Invoices)
For LEDES invoices, Brightflag verifies timekeepers using the timekeeper ID. If the ID in the LEDES file does not exactly match the approved ID in Brightflag, the system treats the timekeeper as new.
Approved ID | ID in LEDES File | Result |
BFF | BF | Invoice is flagged because the IDs do not match |
Timekeeper Name Mismatch (PDF Invoices)
For PDF invoices, Brightflag identifies timekeepers using the name on the invoice. Common causes of mismatches:
Spelling differences
Abbreviated names
Different formatting
Missing middle initials
Approved Name | Name on Invoice | Result |
John A. Doe | Doe J. | Invoice may be flagged for a new timekeeper |
How to Fix
Step | Action |
1 | Ask the vendor to correct the timekeeper ID or name on the invoice |
2 | Ensure the ID or name exactly matches the approved record in Brightflag |
3 | Resubmit the invoice |
2. Timekeeper Rate Increase (Applicable Rates)
This flag is raised when the rate charged on the invoice is higher than the approved rate for that timekeeper.
The flag description shows which timekeepers are affected and the rates charged versus the approved rates.
How to Fix
Step | Action |
1 | Review the rate discrepancy in the expanded flag details |
2 | Ask the vendor to resubmit with the correct rate, or approve the new rate on the Timekeeper Rates page |
3 | Resubmit the invoice after the rate is corrected or approved |
3. Missing or Unapproved Timekeeper Rate
Invoices may also be flagged if the timekeeper does not have an approved rate for the billing period. This can occur if:
The vendor did not submit a timekeeper rate
The rate request is still pending approval
The rate request was rejected
How to Fix
Step | Action |
1 | Navigate to Timekeepers and check the Pending tab for the rate request |
2 | Approve the rate if it is pending, or ask the vendor to submit a new rate if none exists |
3 | Resubmit the invoice after the rate is approved |
Timekeeper Rate Flags Reference
Flag | Description |
New Timekeeper | Raised when a timekeeper has no approved rate in the system |
No Timekeeper Rate Submitted for Time Period | Raised if no valid rate exists for the invoice billing period |
Timekeeper Rate Increase | Raised when the charged rate is higher than the previously approved rate |
Timekeeper Rate Issue: Pending Rate Request | Raised if the submitted rate is still awaiting approval |
Timekeeper Rate Issue: Rejected Rate Request | Raised if the submitted rate has been rejected |
Matter Rate Required | Raised when matter-specific rates are required but not submitted |