Configuring Auto-invoice Processing

Automating the approval or rejection of invoices will save you time and negate the need for human intervention. Additionally, your vendors will get paid sooner. You can configure auto-invoice processing for your Brightflag account if you have administrator access. It is advised that you consult your designated Brightflag Customer Success Manager before making any changes.

To auto-reject an invoice:

1. Navigate to Menu > Admin Settings > Auto-Invoice Processing. 
   
   
2. Click Add Critical Flag.
   
3. Choose the relevant flag from the drop-down menu.
   
4. Select the Associated Department as a specific department or all departments.
   
   
5. Set the Associated Status as Rejected.
   
   
6. Confirm your entry by clicking Add Critical Flag.
   
   
7. Repeat the above steps for any further flags.
   

Your invoice will be rejected when the invoice is in the chosen department and has at least one critical reject flag.

• If an invoice is auto-rejected, the rejection reasons will be logged on the invoice review page and the law firm portal. Along with the vendor being notified.
• If a Critical Reject Flag AND a Critical Approve flag are both present on an invoice, the invoice will be auto-rejected. Additional approval conditions have no bearing on auto-rejection.

To auto-approve an invoice when the invoice has no flags: 

1. Navigate to Menu > Admin Settings > Auto-Invoice Processing. 
   
   
2. Enable the No flags toggle.
   
   NOTE: Step 3 below is optional. When you complete Steps 1-2, all invoices with no flags will auto-approve. However, Step 3 allows you to set invoice thresholds for specific departments to stop invoices above X amount for Y department from auto-approving.
3. Following the NOTE above, set your additional approval conditions.
   • Click Add Condition.
     
     
   • Select the Auto Approval Condition Type. The currently available option for this is Department.
     
     
   • Select the Auto Approval Condition Value. In this case, it will be a specific department.
     
     
   • Set the Invoice Threshold. This is the maximum amount an invoice’s fees can be auto-approved or auto-rejected.
     
     
   • Confirm your entry by clicking Add Condition.

When all 3 steps above are completed, your invoice will be approved when there are no flags on the invoice, the invoice is in the chosen department, and the invoice is less than the $ threshold.

To auto-approve an invoice when an invoice has one or more flags present:

1. Navigate to Menu > Admin Settings > Auto-Invoice Processing. 
   
   
2. Ensure the No flags toggle is not enabled and click Add Critical Flag.
   
3. Choose the relevant flag from the drop-down menu. This puts the flag in your “allow list”.
   
   
4. Select the Associated Department as a specific department or all departments.
   
   
5. Set the Associated Status as Approved.
   
   
6. Confirm your entry by clicking Add Critical Flag.
   
   
7. Repeat the above steps for any further flags.
   NOTE: Step 8 below is optional. When you complete Steps 1-7, all invoices with the respective flags in the respective departments will auto-approve. However, Step 8 allows you to set invoice thresholds for specific departments to stop invoices above X amount for Y department from auto-approving.
8. Following the NOTE above, set your additional approval conditions.
   
   • Click Add Condition.
   • Select the Auto Approval Condition Type. The currently available option for this is Department.
     
     
   • Select the Auto Approval Condition Value as a specific department or all departments.
     
     
   • Set the Invoice Threshold. This is the maximum amount an invoice’s fees can be auto-approved or auto-rejected.
     
     
   • Confirm your entry by clicking Add Condition.

When all 9 steps above are completed, your invoice will be approved when the invoice has at least one critical approval flag, the invoice is in the chosen department, and the invoice is less than the $ threshold.

• • • If an invoice is auto-approved, it will be sent through for payment like any other invoice.
    • If a Critical Reject Flag AND a Critical Approve flag are both present on an invoice, the invoice will be auto-rejected.