Submit/Upload a PDF Invoice on Behalf of a Law Firm

February 21, 2025 14:31

Brightflag strongly recommends that vendors submit invoices. If your vendor is experiencing difficulties submitting their invoices, advise them to contact Vendor Support as the first step.

However, if you prefer not to set them up on the Brightflag Law Firm Portal, you can upload a PDF invoice on their behalf as an exception.

📌 Important:

Invoices submitted by client users are not visible to vendor/law firm users.
Ensure that all entered details match the PDF invoice to prevent auto-rejections.

Avoiding Auto-Rejection

Invoices will be automatically rejected if:
❌ The currency is different from what is on the PDF.
❌ The invoice fee values do not match those input in the entered fields.

📌 If your invoice is auto-rejected, the uploader will receive an email notification with details of the mismatch.

How to Upload a PDF Invoice for a Vendor

Step	Action
1. Navigate to Invoice Upload	Go to Menu > Invoices and click Upload Invoices in the top-right corner.
2. Select Vendor & Vendor Office	Choose the Vendor and Vendor Office from the dropdown lists. 📌 If the vendor or office is not listed, you need to create them first. 👉 How to Add a Vendor
3. Select the Matter	Use the Matter Search bar to enter any matter identifier. 📌 The vendor must be added to the matter or it will not populate. 👉 How to Add a Vendor to a Matter
4. Identify a Resubmitted Invoice (If Applicable)	If this is a resubmitted invoice, tick the corresponding box and link it to the original rejected invoice. 📌 Invoices can only be reuploaded to the matter they were originally submitted to. 👉 Moving an Invoice to a Different Matter
5. Enter Invoice Details	✔ Enter the Invoice Number (must match the number on the PDF). ✔ Select the Invoice Currency (must match the PDF). ✔ Choose the Invoice Date (date the invoice was issued). ✔ Enter the Billing Period (start and end dates of billable lines).
6. Enter Fees, Discounts & Expenses	✔ Enter Fees (sum of all line items or fixed fees before discounts). ✔ Enter Expenses and Total Tax. ✔ If applicable, enter a Discount or Discount % (otherwise, enter 0).
7. Attach PDF & Submit	✔ Attach the invoice PDF. ✔ Click Submit Invoice, then confirm the submission.

Visual Guide 📸

Step	Action
1. Navigate to Invoice Upload
2. Select Vendor & Vendor Office
3. Select the Matter
4. Identify a Resubmitted Invoice (If Applicable)
5. Enter Invoice Details
6. Enter Fees, Discounts & Expenses
7. Attach PDF & Submit