If you approved an invoice in Brightflag and later notice a problem with it, you can send it back to the vendor to correct. This is a two-step process: revert the invoice to Pending, then reject it. Once it’s rejected, the firm can submit a corrected invoice.
📌 If the issue is something you can fix directly (matter, invoice number, or AP route), you may not need to reject at all. See What Can Admin Users Edit on an Invoice?
Before You Start
⚠️ If the invoice has already been exported to Accounts Payable or marked as paid, check with your AP team before making any changes. This avoids duplicate payments.
Steps
1️⃣ Open the Invoice Review page for the approved invoice.
2️⃣ Revert the invoice to Pending. Click the ✏️ pencil icon beside the invoice status and select Revert To Pending.
3️⃣ Reject the invoice. Once the invoice is Pending, an Admin can manually reject it. Include a clear reason so the firm knows what to correct (for example, “Fee total does not match invoice PDF”).
4️⃣ Let the firm know (or rely on the automatic notification, if enabled) so they can submit a corrected invoice.
See How to Override an Invoice Rejection or Approval (Admin Only) and How to Manually Approve or Reject an Invoice (Admin Role) for detailed screens.
What the Firm Does
After the invoice is rejected:
If notifications are enabled, the user who submitted the invoice receives an email prompting them to log in to the Vendor Portal
They review the rejection reason
They submit a revised invoice with the corrected details
The revised invoice is linked to the original submission.
What Happens Next
The corrected invoice re-enters the workflow as Pending
It appears in your review queue, and you’re notified when it’s ready
You can then approve or reject it as normal
The original rejected invoice isn’t deleted. It remains visible for audit purposes.