Brightflag's Capped Fee feature helps ensure compliance with agreed capped fee arrangements on LEDES invoices. This feature enables vendors to verify invoices against rate cards, preventing overcharges before submission.
If you need help transitioning to LEDES submissions, please contact your Customer Success Manager (CSM).
Frequently Asked Questions
🔹 How is the Capped Fee feature activated?
To enable Capped Fees enforcement on your account, work with your CSM to configure this functionality.
🔹 Can I use any billing description?
Yes, but Billing Descriptions must link back to a specific task code.
- Vendors must use an exact match of the Billing Description in LEDES files.
- Additional narrative text can be added after the description, but the initial text must match exactly.
🔹 Is an exact description required?
Yes. The LINE_ITEM_DESCRIPTION field in the LEDES file must match the Billing Description on the rate card exactly.
- Vendors can add additional text after the exact Billing Description.
🔹 Are task codes verified?
Yes, both the LINE_ITEM_TASK_CODE and the LINE_ITEM_DESCRIPTION must match exactly for successful validation.
🔹 Can the description be part of a longer text?
Yes, as long as the exact Billing Description appears at the start of the LINE_ITEM_DESCRIPTION field.
🔹 Can another field in the LEDES 98BI template be used instead of the description field?
No. This functionality only applies to the LINE_ITEM_DESCRIPTION field.
🔹 Can I report on capped fee enforcement?
Yes. Use the following reports to monitor capped fee enforcement:
| Report Type | Functionality |
|---|---|
| Invoice Report | Displays when and by how much fees exceed the cap. |
| Line Item Report | Allows searches for specific line items (but does not indicate capped fee checks). |
🔹 Why Use Brightflag’s Capped Fee Feature?
- Ensures compliance with capped fee agreements.
- Prevents errors before invoice submission.
- Allows vendors to adjust invoices before finalizing them.
- Supports seamless LEDES invoice processing.
🔹 How to Configure Capped Fee Guidelines
Your Brightflag CSM will help you configure the Capped Fee feature and provide a rate card template similar to the example below:
🔹 Example: Capped Fee Rate Card
| Task Code | Task Description | Vendor A (Billing Amount) | Vendor B (Billing Amount) |
|---|---|---|---|
| PA320 | US Non-prov Application | $9,000 | $X |
| PA320 | US Non-prov Application | $4,000 | $X |
| PA310 | US Prov Application | $2,500 | $X |
| PA350 | US Continuation Application | $2,000 | $X |
🔹 LEDES Invoice Template Fields
| Field Name | Requirement | Details |
|---|---|---|
| Task Code | Required | Must match exactly with the capped fee rate card. |
| Task Description | Required | Must exactly match the rate card description; vendors may add extra text after the match. |
| Billing Amount | Required | Must match the agreed vendor rates. |
| Currency Format | Required | Use ISO currency codes (Reference list). |
🔹 What Do My Vendors Need to Know?
- Vendors must submit invoices with an exact match of the Billing Description and Task Code.
- If incorrect details are entered, vendors will receive an error message upon submission.
- Vendors can refer to: How to Submit a LEDES Invoice With Capped Fees for step-by-step instructions.
🔹 How Do I See Capped Fees on Invoices?
When a vendor charges more than the agreed capped fee, the invoice is flagged.
Example Flag:
📌 Issue: The line item in the LEDES file is $675, while the agreed capped fee is $500.
✅ Solution: You can configure auto-rejection of these invoices based on:
- All invoices
- Specific departments
- Invoice thresholds
🔹 Ensuring Compliance with LEDES Invoices
By utilizing Brightflag’s Capped Fee feature, businesses can:
✔️ Prevent non-compliant invoices
✔️ Automate enforcement of capped fee agreements
✔️ Maintain accurate financial oversight
For further assistance, contact your Brightflag CSM.