Resubmitting Rejected Invoices (for Vendors and Law Firms)

This article is for vendors and law firms.

This article covers:

• Preparing Your Revised Invoice 
• PDF Invoice Resubmission
• LEDES Invoice Resubmission

If an invoice has been rejected, you can resubmit a revised draft once the appropriate amendments have been made. Invoices cannot be resubmitted unless the original draft was rejected. Find out more about invoice rejection reasons. 

Preparing Your Revised Invoice

PDF Invoices 

1. Review your client's comments on the rejected invoice or the rejection reason in the email or download the adjustments for the invoices per https://help.brightflag.com/hc/en-us/articles/360002526337-Viewing-rejection-reasons-and-adjustments-on-an-Invoice-for-Vendors-and-Law-Firms-. These should direct you to what needs to be amended.
2. Do not change the invoice number. On Brightflag, you will be given the option to link your invoice to the original draft of the original rejected invoice (Step 3 of PDF Invoice Resubmission). Once you link the invoice, the system will accept the original invoice number. 
   • If you are unable to generate the same invoice number again due to system or regional mandates you should submit a fresh submission for the new invoice number.
   • If the invoice number is changed instead of linking your invoice to the rejected draft, your invoice will be rejected again.
3. If the invoice has been rejected because it was submitted to the wrong matter, please reach out to your client. They can manually move the rejected invoice to the correct matter, which will enable you to link the new draft to the original invoice and correct the matter. 
4. If you have been advised by your client to split one invoice into multiple, submit these as separate invoices that are not linked to the original, otherwise, these will be rejected.

LEDES Invoices 

1. Review your client's comments on the rejected invoice or the rejection reason in the email. These should direct you to what needs to be amended.
2. Do not change the invoice number.
   • You may need to make a slight edit to the end of the file name to signal to the system the file is not the same file that was already submitted. 
   • E.g. original invoice file name: 12345.txt; revised draft file name: 12345A.txt

PDF Invoice Resubmission

Watch this video guide or follow the steps below:

1. Once your rejected invoice has been amended, you can start by going through the regular PDF upload process. 
2. Ensure you specify the correct matter.
3. Next, you'll be asked to specify 'is this a resubmitted invoice'.
4. Select 'Yes', and a drop-down will appear to the right.
5. Open the 'Link to Invoice' drop-down to view previous invoice numbers, and select the number that matches this new draft.
6. If the correct invoice number does not appear, check that:
   • You have access to the original invoice.
   • The original draft has a rejected status. 
   • The invoice hasn't been uploaded by another user from a different firm office location.
7. Ensure that the invoice number hasn't been changed. View the guidance on preparing your revised draft above.
8. Once the correct invoice number has been linked, you can proceed with the rest of the submission steps.
9. If you have been advised by your client to split one particular invoice into multiple, please submit these as separate invoices that are not linked to the original otherwise these will be rejected.

If the reason the invoice is rejected is that it’s connected to the wrong matter, please reach out to your client. Your client can manually move the rejected invoice to the correct matter, at which point you will be able to resubmit your invoice to the correct matter. 

LEDES Invoice Resubmission

• Go through the regular process of uploading an invoice. 
  • If you run into any errors, for example, 'the uploaded file has previously been uploaded,' you may need to make a slight edit to the end of the file name. View the guidance on preparing your revised draft above.
    • E.g. original invoice file name: 12345.txt; revised draft file name: 12345A.txt * This is the LEDES file name, do not change the invoice number in the LEDES file or in the UI for resubmission.
  • Duplicate invoices will not be accepted unless the invoice is a revised draft.
• After you have uploaded the invoice, click the red link button, where you'll be prompted to select the invoice number of the original draft.
• Use the drop-down to pick the original invoice number, and 'Set Invoice Detail' to save your selection. 
• If an invoice is submitted as a new draft and not linked to the old draft, the invoice will be subject to rejection.
  
• Once this is complete you will be able to confirm and fully submit the invoice.