Reviewing Timekeeper Rates: for Clients

Timekeeper rates can be submitted, reviewed, tracked, and reported in Brightflag. Once your vendor has submitted the timekeeper rates through the law firm portal, admin users within your company can begin reviewing pending rates.

This article covers the following:

Reviewing a Pending Timekeeper Rate 

  1. Navigate to Menu > Timekeepers. You will automatically be taken to the pending rates tab.
  2. Click on the tabs to sort them by Name, Role, Vendor, Days Pending or Effective Date.
  3. Click the info icon beside each heading name to learn more about it. For further explanations, read below:
    • Change %
      • The percentage difference between the last approved rate and the pending rate
    • Annualized change %
      • Same as the % change field but calculated as the year-over-year change. The effective date of each rate is compared to provide you with the likely year-over-year difference, irrespective of the time between each effective date.
  4. When you are ready to take action, you can either:
    • Approve
      • Click the ✓ on the right side of the screen for individual timekeepers to approve them.
      • Alternatively, click the boxes on the left side of the screen and then click Bulk Approve.
      • With Bulk Approve, you can include a comment for internal reference when bulk approving. This comment is not visible to the vendor.
      • This rate will now move to the Approved tab.
    • Reject
      • Click the X for that timekeeper to reject it. Consider entering a comment so that your vendor understands if they need to do anything else from them. (Coming soon: email notifications for vendors.)
      • Alternatively, select the boxes on the left side of the screen and then click Bulk Reject.
      • With Bulk Reject, you can include a comment when bulk approving for internal reference. This comment is not visible to the vendor.
      • Once rejected the entry will move to the rejected tab.

Rejecting a Previously Approved Rate 

  1. Navigate to the Approved tab.
  2. The tabs can be sorted by Name, Role, Vendor, and Effective Date.
  3. Locate the relevant rate. Consider using the search bar and filters above.
  4. Click the X for that timekeeper to reject it.
  • This rate will now move to the rejected tab.

Approving a Previously Rejected Rate 

  1. Navigate to the rejected tab.
  2. The tabs can be sorted by Name, Role, Vendor, and Effective Date.
  3. Locate the relevant rate. Consider using the search bar and filters above.
  4. Click the ✓ checkmark for that timekeeper to approve it.
  • This rate will now move to the Approved tab.

Adjusting and Approving Rates

To make an adjustment when approving a Timekeeper Rate:

  1. Enter a new amount for the requested rate by clicking on the amount and inputting a new value.
  2. Then, click the ✓ checkmark for that timekeeper.
  3. The requested rate will move to the Rejected tab and the newly adjusted rate will move to the Approved tab.

 

Exporting Timekeeper Rates

The Export button will be visible at the top right corner of the grid table in the pending, approved, and rejected tabs.

If you select the Export option:

    • This will export only the information on the tab you are currently on. 
    • The date format can be selected and is reflected within the file but not within the filename.
    • The history page can also be exported.

 

FAQs

How do I know when a new timekeeper rate is pending?

As an admin, the dashboard on your landing page will alert you to any pending rate requests.

What is an effective date?

The effective date for a rate is entered by your law firm. It's the date on which the rate becomes valid. This allows your vendors to submit rates ahead of time and allows you to keep track of the changes over time.

Why is the % change or annualized % change field null or blank?

There are a couple of scenarios where this can occur.

  • There is no previously approved rate for this timekeeper
  • The effective date of the pending rate is equal to or earlier than the last approved rate.
  • The pending rate amount and the last approved rate are equal.

 

 

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