1. Brightflag
  2. Vendors / Law Firms
  3. Invoices

Submitting a LEDES Invoice (for Vendors and Law Firms)

Updated

This article is for vendors and law firms.

This article will cover the following:

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 98B 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 

It's important that the timekeeper name and timekeeper ID in your LEDES file matches the approved timekeeper name and timekeeper ID on Brightflag. If the details are not an exact match, the Brightflag system will detect a new timekeeper and your invoice may be rejected. 

Submitting a LEDES Invoice

  1. Once your LEDES file is prepared, navigate to the LEDES upload page (Menu > Invoices > Upload LEDES) 
  2. Click 'Choose File' to select the LEDES file you want to upload. 
    • The format must be 98B or 98BI. Some clients only accept 98BI, which is common where tax or PO numbers are included.
    • For LEDES Invoices with capped fee rate cards, click here.
  3. Click 'Submit Invoice' to continue, and you'll be redirected to the confirmation page.mceclip1.png
  4. Here, you can view the invoice details. If the Matter Reference was not included in your LEDES file, you'll need to add it by clicking 'Set Matter'. You can also set the client contact and currency hereScreen_Shot_2021-07-08_at_11.25.37_AM.png
  5. Tick the boxes in the left-hand column to bulk-add matter details. Screen_Shot_2021-07-08_at_11.26.41_AM.png
  6. Next, 'Set Invoice Details' to confirm your matter, client contact, or currency selection. Screenshot_2022-12-08_at_15.50.56.png
  7. If there are any significant errors within your LEDES file, you'll see a red icon appear under 'Errors/Warnings'. If there are no errors, skip to step 10. 
  8. Click on the red icon, which will direct you to what needs to be fixed. mceclip1.png
  9. Next, select 'Fix' where you'll be redirected to the edit page. For detailed instructions, see below. For further information on LEDES invoice errors, click here.

  10. If your client requires a PDF copy with LEDES submission, select the 'Add Invoice PDF' link under the Invoice PDF column to upload your file. For detailed instructions, see below.

  11. You can also add other attachments, such as expense receipts, by clicking on 'Add Attachment'.

  12. Select a Budget Phase where required. If this option is greyed out, no action is required. If you're unsure of which budget phase to select, reach out to your client contact.

  13. If this invoice is a revised draft of a rejected invoice, you'll need to link to the original draft. Select the red link icon and use the drop-down to find the original invoice. Click here to learn more about resubmitting a rejected invoice. 
  14. Finally, tick the box beside any invoices you want to submit, and Submit Selected Invoices in the bottom right corner.Screen_Shot_2021-07-08_at_11.29.43_AM.png
  15. 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 the invoice is being processed by Brightflag. Click here to find out more about invoice statuses. 
  16. You'll be notified by email once your email has been approved or rejected. 

 

Fixing LEDES File Errors (Step 9 Continued)

  1. Errors with your LEDES file can be fixed on the confirmation page. You'll see a red X icon appear in the Errors/Warnings column.  mceclip0.png
  2. Click on the red X icon to learn more about the errors. mceclip1.png
  3. Next, click Fix in the Actions column, and you'll be redirected to the edit page. Screenshot_2022-12-08_at_15.56.24.png
  4. Here, you can add any missing information, or edit an individual narrative line. Clicking on Edit beside each narrative line will open a window which displays additional fields that can be edited or updated. mceclip17.png
  5. Once you've made the necessary changes, click Update Invoice Changes to save before Return to Confirm. 
  6. You'll be redirected back to the confirmation page, and the error warning should no longer be displayed. 

 

Attaching a PDF at LEDES Submission (Step 10 Continued)

From Step 9 above, follow the below instructions to add a PDF copy to your LEDES Invoice Submission

  1. Click on the Add Invoice PDF
    mceclip2.png
  2. You will be presented with the below pop-up
    mceclip3.png
  3. Ensure all the invoice details are correct: Matter, Client Contact, and Currency.
  4. Next, attach the PDF copy by clicking on Choose Invoice PDF
  5. Once your PDF has been successfully attached , click the green Set Invoice Details button to save.mceclip4.png
  6. Once saved, the invoice line will update showing the file name of the attached PDF invoice.
    mceclip5.png

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, you'll need to delete the submission and re-upload the LEDES invoice (see below).

mceclip2.png

Adding PDF Attachments at LEDES Submission (Step 10 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.

  1. Click Add Attachment
    mceclip6.png
  2. Select your file and click on the green Upload Attachment button to save it.mceclip8.png
  3. Click Close to return.
  4. To confirm that your attachment has been saved, you will see the attachment count.
    mceclip10.png
  5. To delete/replace any attachments, click on the attachment count number under the attachments column On the following pop-up screen, you will be presented with an orange delete icon.
  6. Once you click that button, your attachment will automatically delete. Click Close to return.

LEDES Invoice Resubmission

  1. 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 make a slight edit to 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.
  2. 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.Screen_Shot_2021-07-07_at_12.54.53_PM.png
  3. Use the drop-down to pick the original invoice number, and 'Set Invoice Detail' to save your selection. Screenshot_2022-12-08_at_10.54.19.png
  4. If an invoice is submitted as a new draft and not linked to the old draft, the invoice will be subject to rejection.
  5. Once this is complete you will be able to confirm and fully submit the invoice.

 

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