Entering Tax Codes for PDF Invoice Submissions: for Vendors (Law Firms)

When submitting a PDF invoice (Hourly Fee or Agreed Fixed Fee), you may be required to enter tax rates and codes. This requirement will only be present for certain clients or for certain entities. Entering tax rates and codes on your invoice at the point of upload ensures your invoice won't get rejected by your client's Accounts Payable team. In turn, this reduces the time it takes to get paid for your work.

 

To enter tax codes for a PDF invoice (step 13):

  1. Navigate to Menu > Invoices > Upload PDF.

  2. Click Choose File to upload the PDF invoice from your PC.

  3. Use the Matter Search bar after uploading the PDF invoice to select the matter that this invoice relates to. An invoice can only relate to one matter.

  4. Select whether this invoice Is This a Resubmitted Invoice?. A resubmitted invoice is a revised draft of a rejected invoice.

  5. If it is a resubmitted invoice, select the original draft of the invoice from the Link to Original Invoice dropdown. If the invoice you are looking for does not appear, you either do not have access to the invoice to it or the original draft does not have a rejected status.

  6. Select Hourly Fees or Agreed Fixed Fee.

  7. Enter the Invoice Number. Your invoice will be auto-rejected if it is not an exact match of the invoice number as stated on the PDF. Each invoice must have a unique invoice number unless it is a resubmitted draft of a previously submitted invoice.

  8. Select the invoice Currency as it appears on the PDF. Each invoice must only contain one currency.

  9. Select the Invoice Date (as it appears on the invoice). This is the date that the invoice was created/issued.

  10. Enter the Fees (Only Professional). This is the sum of all line items or fixed fees, prior to any discount. Expenses or tax should not be included here.

  11. Enter a total Discount Amount or Discount %.

  12. Enter the Expenses (excl. tax).

  13. Begin entering the tax codes and rates:Screen_Shot_2021-09-29_at_1.47.43_PM.png
    • Select the Jurisdiction, Type, and Rate for the first from the dropdown list.
      • If the option you are looking for does not exist, please reach out to your client contact, as the values in these dropdowns are populated by them.
      • If the tax rate is 0%, this will still need to be entered.
    • Enter the Taxable Amount for each tax rate and the Total Amount will auto-calculate.
    • If you have more than one tax rate within an invoice, click Add new tax rate to add a new line.
    • When you are finished adding all tax rates, there will be no error messages if the Taxable Amountmatches the Invoice Subtotal. If the error message remains, you will need to review your tax rates and account for the missing amount.

  14. The Invoice TOTAL (to be paid) will auto-calculate based on the previous fields. If this is not adding up to the total on the PDF, you will need to rectify a mistake in the entries of the prior fields.

  15. Where necessary, enter a Note that will appear on the invoice for the client to see.

  16. Verify that all fields match the PDF invoice. Any mismatch will lead to an auto-rejection of your invoice. 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.

  17. Click Submit Invoice. Alternatively, click Save & Add New to add another invoice.

  18. Confirm the submission by clicking Submit Invoice.
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