Invoices "In Processing" Guide

This guide explains the new Invoices in Processing feature, which enhances the user experience by allowing you to see PDF and LEDES invoices live in Brightflag immediately upon upload by vendor users.

Key Features

Invoice Analysis Review Page

• Visibility: Users can see basic invoice details immediately after upload. A message will display:

  Brightflag AI is analyzing this invoice. Reviewers will be notified when it's done.

Invoice Visibility for Clients

• Status Indicator: Invoices marked as Pending will display a processing indicator.
• Search Results: Invoices in processing will appear in search results but can only be approved or rejected once processing is complete.

⚠️ Important Note: Approve/Reject Block for Processing Invoices

• Customers cannot approve or reject invoices marked as In Processing until the analysis is completed.
• For this scenario, the below message will display:

  Ready for review once analysis completes.

Exclusion from Pending Invoices Email

• Invoices in processing will be excluded from pending invoices emails or quick review notifications.
• Once processing is complete, invoices will move to a pending state and will then be added to these communications.

📝 Tip: Placeholder Fee and Expense Lines

• For PDF invoices, placeholder fees and expense lines will be automatically generated during processing.
• Once invoice processing by Brightflag is completed, these lines will be updated with actual data.

Auto Invoice Processing

• Checks for Auto Invoice Processing will only occur after invoice processing is completed.

Batch Exporting

• Unavailable: Invoices in processing cannot be batch-exported until processing is complete.

📊 Reporting

• Invoices in processing will be included in pending spend calculations but will not introduce any new columns in reports.

Invoice Search Page Details

• Visibility: Invoices in processing will appear with a Pending status and processing indicator.
• Pending Section: The pending section will count invoices still being processed.

FAQ

Will there be a new invoice processing status?

• No, invoices in processing will continue to display as Pending.

Is there any change for vendor users uploading invoices?

• No, the process remains the same. Vendor users should upload invoices as usual.

What will vendors see in the Vendor Portal?

• Vendors will see With Client status in the portal when they upload invoices.

Does this apply to manually uploaded invoices?

• Yes, the same processing rules apply to manually uploaded invoices by client users.

⚠️ Warning: Approve/Reject Block

• You cannot approve or reject invoices that are in processing until the Brightflag AI analysis is completed.

⏱️ How long does the Brightflag AI analysis take?

• The duration varies based on factors like invoice format (PDF typically takes longer) and system load.

How will I know when the analysis is complete?

• You will receive an email notification when processing finishes.

Will processing invoices affect pending spend calculations in reports?

• Yes, these invoices will be included in pending spend calculations.

🚫 Batch Exporting Processing Invoices

• Batch exporting is only available once processing is complete.

Can I search for invoices in processing?

• Yes, invoices in processing will appear in search results and can be viewed.

Can vendor users upload invoices while others are in processing?

• Yes, vendor users can continue uploading while others are processing.

Troubleshooting

What happens if an invoice gets stuck in processing?

1. Check Status: Ensure the invoice shows as Pending with a processing indicator.
2. Wait for Notification: Processing times may vary depending on system load. If it's delayed beyond normal timeframes, contact support.
3. Export Issues: If an invoice is missing from a batch export, verify that processing is complete.

How can I verify invoice processing status?

• In processing Indicator: Look for the processing icon on the invoice in the list view.
• Email Notifications: You’ll receive an email once the processing is completeand your invoice moves to a pending status.