PDF Invoice Submission - Hourly Fee (for Vendors and Law Firms)

This article gives both video and step-by-step guides on submitting PDF Hourly Fee invoices for vendors and law firms.

With Brightflag, you can submit invoices in PDF or LEDES format. You can also attach a PDF file to your LEDES submission if it's required by your client. PDF invoices can either include an itemized hourly breakdown or an agreed fixed fee. Please note that PDF Portfolios or password protected PDF files are not supported.

 

Sample PDF Format (Updated January 2024) located at bottom of article

 

Submitting a PDF Hourly Fee Invoice

Watch this video guide or follow the steps below:

 

 

  1. Navigate to Menu (3 horizontal bars at the top left-hand corner) > Invoices > Upload PDF.mceclip1.png

  2. Click Choose File to upload the PDF invoice from your PC. - For security reasons, certain characters are not accepted in file names. The permitted characters are A-Z, a-z, 0-9, spaces ' ', hyphens '-', underscores '_', dots '.', brackets '()', '&' and '%'. If you receive this error, please rename your invoice and re-upload.

  3. Once the Invoice has been uploaded, it will appear in a preview format on the left side of your screen. Use the Matter Search bar to find the relevant matter. You can only submit an invoice to a single matter. Do not leave this field blank, as that may prevent you from filling in the currency in a later step. mceclip0.png

  4. If this is a new invoice (not previously rejected), select No under Is This a Resubmitted Invoice? 
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  5. However, if your invoice is a resubmission of a previously rejected draft, please select Yes. You'll then be prompted to link to the original invoice number. For further instructions on linking to a previous invoice and more guidance on the resubmission process, please see our guide here.
  6. Next, select Hourly Fees. For fixed fee PDF invoice submission, click here
  7. Enter the Invoice Number. Ensure the number matches the invoice number on the PDF, or your invoice may be rejected. Each invoice must have a unique invoice number unless it's a resubmitted invoice.
  8. Select the invoice Currency as it appears on the PDF. Each invoice must only contain one currency. Important to note that the Currency field will not populate until you have linked this Invoice to the appropriate Matter - please see step 4 above.
  9. Enter the Billing Period start and end dates. This represents the dates during which the work was carried out. These dates should match the first and last narrative lines. Invoices should not span multiple months.
    Screenshot_2021-09-02_at_11.29.15.png

  10. Select the Invoice Date. This must match the date on your invoice. This is the date that the invoice was issued. 
    Screenshot_2021-09-02_at_11.29.53.png

  11. Enter the Fees. This is the sum of all fee line items, excluding any discounts, expenses, or tax.
  12. Enter any discounts - either a total Discount Amount or a Discount %. 
  13. Enter any Expenses. This is the sum of all expense line items
  14. Enter your Total Tax amount. If you are prompted to enter tax codes and rates, click here for guidance.
  15. The Invoice Total will be auto-calculated based on the amounts entered in previous fields. If this total does not match the total on your PDF, you'll need to rectify any mistakes in the entries of the previous fields.
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  16. Next, you have the option to add a note for your client. This will be visible when they are reviewing. 
  17. Verify that all fields match the PDF invoice. Any mismatch will lead to invoice rejection. Some clients may require that the entity and entity address on the PDF match the matter. If so, check the matter details before creating your PDF.
  18. Click 'Submit Invoice'. Alternatively, click Save & Add New to save this upload and add another PDF. 
  19. Confirm the submission by clicking Submit Invoice in the pop-up window that follows.
    Screenshot_2021-09-02_at_11.34.49.png
  20. You'll be redirected to the confirmation page, where uploaded invoices will be listed. 
  21. In the left-hand column, tick the box beside the invoice(s) you're submitting.
  22. Click Submit Selected Invoices.
  23. 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. More information on Invoice Statuses located below.
  24. You'll be notified by email once your email has been approved or rejected.

Invoice Statuses

Once your invoice has been submitted, you should be redirected to the View Invoices page. (Menu > Invoices > View Invoices). Your invoice should appear on this page with a pending status.

While the invoice is pending, it is being processed by Brightflag and is not yet visible to your client. You'll receive an email notification once your invoice has been approved or rejected. You can also monitor this page for a change in status. Learn more about invoice statuses. 

 

Other Resources:

If you require further guidance with any upload errors, please see our article here.  

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Comments

3 comments

  • needs links to pages that have the menus you refer to

    1
  • I also need a link to the page that has the menu

    1
  • Is it possible to get this document in word 

    0

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