Configuring Auto-invoice Processing: for Brightflag Customers (Clients)

Automating the approval or rejection of invoices will save you time and negate the need for human intervention. Additionally, your vendors will get paid quicker or they will resolve the issue sooner.

Auto-invoice processing can be applied to any group of invoices of your choosing, based on your designated criteria. For example, you may want to auto-approve IP invoices where no billing guideline breaches have been detected and the invoice is under $500.

The criteria for defining your ‘rules’ for auto-approval or auto-rejection are based on a combination of invoice fees, flags (billing guideline breaches), and departments (practice areas).

If you have administrator access, you can configure auto-invoice processing for your Brightflag account. It is advised that you consult your designated Brightflag Customer Success Manager before making any

 

To configure the flags which will determine auto-approval or auto-rejection:

  1. Navigate to Menu > Admin Settings > Auto-Invoice Processing. 
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  2. Select Add Critical Flag.
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  3. Choose the relevant flag from the drop-down menu.
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  4. Select the Associated Department.

  5. Select the Associated Status. 
    • Approve will mean if this flag is present on an invoice it will be auto-approved.
      • If an invoice is auto-rejected, it will follow the same path as a manual approval based on the invoice AP route settings.
    • Reject will mean if this flag is present on an invoice it will be auto-rejected
      • 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.

  6. Confirm your entry by clicking Add Critical Flag.

  7. Repeat steps 1-6 for the remaining flags.

To auto-approve invoices with no flags present:

  1. Enable the No flags option slider.

If you would like, you can add Additional Approval Conditions. These are further criteria that must be met by the invoice for the auto-approval or auto-rejection to occur.

 

To configure Additional Approval Conditions:

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  1. Select the Auto Approval Condition Type. The currently available option for this is Department.
  2. Select the Auto Approval Condition Value. In this case, it will be a specific department.

  3. Set the Invoice Threshold. This is the maximum amount an invoice’s fees can be in order to be auto-approved or auto-rejected. If you would not like to set a cap, set a large invoice threshold like $100,000,000.00.

  4. Confirm your entry by clicking Add Condition.
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  5. Repeat steps 1-4 for further conditions.

If you would like further advice on the best way to configure this, reach out to your company’s dedicated Brightflag Customer Success Manager. 

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