How to Add Comments on an Invoice in Brightflag

Brightflag provides multiple ways to add comments to invoices for internal tracking, vendor communication, and approval workflows. This guide outlines the different types of comments and their visibility.

🔹 Types of Invoice Comments

1️⃣ Internal Comments (Private Notes)

📌 Where: Top right corner of the invoice page
👀 Visibility: Internal users only (Not visible to vendors)

• Add relevant information about the invoice.
• Comments can be added at any time.
• Useful for team collaboration and internal tracking.

📌 If you need to remove a comment, please reach out to Brightflag Support for assistance. 

2️⃣ Line Item Adjustment Reason

📌 Where: When adjusting an invoice line item
👀 Visibility: Visible to vendors

• When manually adjusting a line item, you can add a comment or reason for the adjustment.
• This provides clarity to vendors about why a specific change was made.

3️⃣ Approval Note

📌 Where: When approving an invoice
👀 Visibility: Internal users only (Not visible to vendors)

• The Approval Note box appears during the approval process.
• Notes are stored beneath your name in the invoice approval workflow.
• Helps maintain a record of approval decisions.'

4️⃣ Rejection Reason Note

📌 Where: When rejecting an invoice
👀 Visibility: Visible to vendors

• The Rejection Reason Note is recorded in multiple locations:
  • The email notification sent to the vendor.
  • The law firm portal invoices page.
  • The internal comments box for tracking.
• Ensures vendors understand why an invoice was rejected.

5️⃣ Notify Vendor (Custom Email Message)

📌 Where: When rejecting an invoice
👀 Visibility: Only included in vendor notification email (Not logged internally)

• If you need to communicate additional details to the vendor without logging the message, you can edit the email before it is sent.
• This allows you to provide extra context without leaving a permanent record in the system.

🔹 Summary Table: Comment Types & Visibility