Brightflag provides multiple ways to add comments to invoices for internal tracking, vendor communication, and approval workflows. This guide explains each comment type, where to add it, and who can view it.
💬 Types of Invoice Comments
1️⃣ Invoice Level Comments (Internal Comments / Private Notes)
Invoice level comments are used by clients to record high level reviews and support internal collaboration within their legal team.
Where to Add
Top right corner of the invoice review page, by selecting the Comments button.
Visibility
👀 Internal users only
Vendors do not have access to see invoice level comments.
Uses
Communicate internally about invoice review
Record high level summaries or decisions
Track internal discussions and follow ups
📘 Note
If you need to remove an invoice level comment, please submit a request Brightflag Support for removal.
2️⃣ Line Item Adjustment Reason
Where to Add
When manually adjusting an invoice line item.
Visibility
👀 Visible to vendors
Uses
Helps vendors understand why a specific adjustment was made to a line item.
3️⃣ Approval Note
Where to Add
When approving an invoice.
Visibility
👀 Internal users only
Not visible to vendors.
Uses
Appears beneath your name in the approval workflow
Documents the internal decision making or reasoning behind an approval
4️⃣ Rejection Reason Note
Where to Add
When rejecting an invoice.
Visibility
👀 Visible to vendors
Where It Appears
Vendor email notification
Vendor portal invoice summary
Internal comment history
Uses
Ensures vendors understand why their invoice was rejected.
5️⃣ Notify Vendor (Custom Email Message)
Where It Can Be Added
When rejecting an invoice, if the "Send Firm Rejection Email" action is configured in the invoice’s AP Route.
When approving an invoice as the final reviewer, if the "Send Firm Approval Email" action is configured in the invoice’s AP Route.
Visibility
👀 Only visible in the vendor notification email
Not stored internally in Brightflag.
Uses
Allows you to communicate additional context to the vendor without leaving a permanent record in the system.
💡 Tip
Edit the email before sending if you need to add more detail for the vendor.
📊 Summary Table: Comment Types and Visibility
| Comment Type | Where to Add It | Visibility |
|---|---|---|
| Invoice Level Comments | Comments button in the top right of the invoice | Internal users only |
| Line Item Adjustment Reason | When adjusting a line item | Visible to vendors |
| Approval Note | When approving an invoice | Internal users only |
| Rejection Reason Note | When rejecting an invoice | Visible to vendors |
| Notify Vendor (Custom Email) | During rejection or approval (if email actions are configured) | Only included in vendor email (not logged) |