Timekeepers compared to Vendor Users - FAQ (Clients)



  • Timekeeper rates are the agreed rates you have set with your vendors for your work together. Timekeepers themselves are the legal workers who have contributed time to a particular matter and as a result, are listed on the itemized invoices. 
  • Can I add timekeeper rates on my own?
    • No. Timekeeper rates have to be submitted by vendors. Here is the Help article explaining what that process entails for Vendors: Timekeeper Rates: for Vendors
  • Can an invoice be submitted without timekeeper rates approved in the system?
    • Yes, but this is not best practice! You are entitled to this information from your vendors and having agreed upon approved timekeeper rates is essential for cost control!
  • Once a timekeeper rate (or rate increase) is submitted by your vendors, you can approve or reject it before it takes effect as the approved rate: ​​Reviewing New Timekeeper Rate Requests: for Brightflag Customers
    • If a rate is still pending when an invoice that includes that timekeeper is set live, that timekeeper will be flagged (either with the “new timekeeper” or “timekeeper rate increase” flag). This flag will not go away if the timekeeper rate is approved before the invoice is approved, as the flags are set at the time that the invoice is set live. Subsequent invoices will not be flagged if the approved rate matches the rate on the invoice.


Vendor Users

  • Vendor users are the users who have access to the Brightflag Vendor Portal where they can submit invoices, matter requests, matter budget requests*, timekeeper rates, and accruals* (*if this is something you require).
  • There are 3 permission levels for Vendor users: User Roles & Permissions: for Vendors
    • Standard
    • Office Admin
    • Vendor Admin
    • Vendors can be added to matters in a few different ways:
      • Adding Vendors, Vendor Offices & Vendor Users to a Matter: For Brightflag Customers
      • Adding a Lead Outside Counsel: In order to add a Lead Outside Counsel to a matter, that person must be a vendor user. They also do not need to have activated their account, but they must have an appropriate permission level in order to be assigned as the LOC for that matter.
      • Be careful to add the appropriate office or vendor user on the vendor tab of the matter. If the LOC is an Ordinary user, they cannot be added as the LOC on the matter unless they have explicitly been added to that Matter!


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