To successfully submit and have an invoice approved in Brightflag, vendors must ensure that all timekeepers listed on the invoice have already been approved by you, the client.
⏱️ When Should Timekeeper Rates Be Submitted?
Timekeeper rate requests should be submitted before any invoices are entered in Brightflag. This allows you as the client to review and approve or reject each timekeeper before they are associated with billing activity.
🚫 What Happens If Timekeepers Are Not Approved?
If an invoice is submitted with:
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Pending timekeepers
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Rejected timekeepers
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Missing timekeeper entries (not yet submitted)
…it may be automatically rejected, depending on your settings. If you have enabled auto-reject, the invoice will be blocked from processing until all listed timekeepers are approved.
✅ Timekeeper Name Accuracy
To avoid rejections, vendors must ensure that the names of timekeepers listed on the invoice match exactly with how the timekeepers were entered during the rate submission process. Typos or formatting differences may lead to system rejections.
🔁 Can Timekeeper Rates Be Submitted After the Invoice?
No. Timekeeper rates must be submitted and approved before invoice submission to ensure successful processing. Any invoices referencing unapproved timekeepers will be flagged and potentially rejected.
✅ Best Practices for Vendors
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Submit timekeeper rates early to avoid delays.
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Ensure accurate entry of timekeeper names and rates.
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Follow up with clients if approvals are pending.
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Use the Timekeepers section in Brightflag to track status.