Submitting a LEDES Invoice (for Vendors and Law Firms)

This article is for vendors and law firms.

This article will cover the following:

LEDES Invoices and Timekeeper Details
Submitting a LEDES Invoice
Adding an Attachment
Resubmitting Rejected LEDES Invoices

Please see this article for the steps to resubmit rejected LEDES invoices: Resubmitting Rejected Invoices (for Vendors and Law Firms)

Brightflag accepts LEDES files in formats 1998B and 98BI (specifically 98BI V2). For more information on these files, please visit https://ledes.org/.

Did you know?

- You can attach a PDF copy to your LEDES invoice submission. Depending on your client's requirements, including a PDF may be mandatory.

- You can submit multiple invoices at once using a single LEDES file. Be sure to use different invoice numbers in the INVOICE_NUMBER column as needed, and remember that an invoice number can only be submitted to one matter (i.e., if your file has two lines showing the same INVOICE_NUMBER, but the CLIENT_MATTER_ID[] for these lines doesn't match as well, the upload will not work).

LEDES Invoices and Timekeeper Details

The timekeeper name and timekeeper ID in your LEDES file must match the approved timekeeper name and timekeeper ID on Brightflag. If the details are not exact matches, the Brightflag system will detect a new timekeeper, and your invoice may be rejected.

Submitting a LEDES Invoice

Once your LEDES file is prepared, navigate to the LEDES upload page (Menu > Invoices > Upload LEDES)
Click 'Choose File' to select the LEDES file you want to upload.
- The format must be LEDES 1998B or 98BI V2. Due to specific tax/PO requirements, some clients only accept 98BI.
- For LEDES Invoices with capped fee rate cards, click here.
Click 'Submit Invoice' to continue, and you'll be redirected to the confirmation page.
Here, you can view the invoice details. If the Matter Details were not included in or extracted from your LEDES file, you can add them by clicking 'Set Matter.'
Tick the boxes in the left-hand column to bulk-add matter details.
Next, 'Set Invoice Details' to confirm your matter, client contact, or currency choice.
Confirm all details before submitting your invoice:
- Errors: if there are any significant errors within your LEDES file, you'll see a red icon under 'Errors/Warnings.'
  - Click on the red icon, which will direct you to what needs to be fixed.
  - Next, select 'Fix' to be redirected to the edit page. For detailed instructions, see below. For further information on LEDES invoice errors, click here.
- Invoice PDF: If your client requires a PDF copy of your invoice to be included with LEDES submission, click the 'Add Invoice PDF' link under the Invoice PDF column to upload your file. For detailed instructions, see below.
- Other Attachments: You can add other attachments, such as expense receipts, by clicking on 'Add Attachment.' Please note: this differs from adding a PDF copy of your invoice as detailed above.
- Budget Phase: Select a Budget Phase where required. If this option is greyed out, no action is required. Please confirm with your client if you're unsure which budget phase to select.
- Linking a Submission to a Rejected Draft: If this invoice is a revised draft of a rejected invoice, you'll need to link to the original draft. Select the red and white link icon and use the drop-down to find the original invoice. Click here to learn more about resubmitting a rejected invoice.
Finally, tick the box beside any invoices you want to submit and Submit Selected Invoices in the bottom right corner.

You'll be redirected to the invoices page, where you'll see a pending status beside your invoice. The invoice won't be visible to your client while Brightflag is processing the invoice. Click here to find out more about invoice statuses.

You'll be notified by email once your email has been approved or rejected.

Fixing LEDES File Errors (Step 7 Continued)

Errors with your LEDES file can be fixed on the confirmation page. A red X icon appears in the Errors/Warnings column.
Click on the red X icon to learn more about the errors.
Next, click Fix in the Actions column, and you'll be redirected to the edit page.
You can add any missing information or edit an individual narrative line here. Clicking on Edit beside each narrative line will open a window that displays additional fields that can be edited or updated.
Once you've made the necessary changes, click Update Invoice Changes to save before Return to Confirm.
You'll be redirected to the confirmation page, and the error warning should no longer be displayed.

Attaching a PDF at LEDES Submission (Step 7 Continued)

From Step 7 above, follow the below instructions to add a PDF copy to your LEDES Invoice Submission

Click on the Add Invoice PDF
You will be presented with the below pop-up
Ensure all the invoice details are correct: Matter, Client Contact, and Currency.
Next, attach the PDF copy by clicking on Choose Invoice PDF
Once your PDF has been successfully attached, click the green Set Invoice Details button to save.
Once saved, the invoice line will update, showing the file name of the attached PDF invoice.

To view the PDF you previously attached, click on the black paper icon, which will automatically download a copy to your desktop. You can't remove a PDF once it's been attached. Instead, delete the submission and re-upload the LEDES invoice (see below).

Adding PDF Attachments at LEDES Submission (Step 7 continued)

If you are required to add any expense receipts or additional information to support your invoice, you can use the Add Attachment function under the Attachments column.

Click Add Attachment
Select your file and click the green Upload Attachment button to save it.
Click Close to return.
You will see the attachment count to confirm that your attachment has been saved.
To delete/replace any attachments, click on the attachment count number under the attachments column. You will be presented with an orange delete icon on the following pop-up screen.
Once you click that button, your attachment will automatically delete. Click Close to return.

LEDES Invoice Resubmission

Go through the regular process of uploading an invoice.
- If you run into any errors, for example, 'the uploaded file has previously been uploaded,' you may need to slightly edit the end of the file name. View the guidance on preparing your revised draft above.
  - E.g. original invoice file name: 12345.txt; revised draft file name: 12345A.txt
- Duplicate invoices will not be accepted unless the invoice is a revised draft.
After you have uploaded the invoice, click the red link button, where you'll be prompted to select the invoice number of the original draft.
Use the drop-down to pick the original invoice number and 'Set Invoice Detail' to save your selection.
If an invoice is submitted as a new draft and not linked to the old draft, the invoice will be subject to rejection.
Once this is complete, you can confirm and fully submit the invoice.