Once an invoice has been submitted by a vendor, it will appear in SimpleLegal for approval.
Most of the actions and details on an invoice are located on the Invoice Header and Line Item Detail:
A. Adjust Invoice - Adjust the total invoice amount by % or $ amount. Note: Only invoices submitted in USD can be adjusted.
B. Allocations - Allocate the invoice across attributes such as Legal Entity, Cost Code or any custom attributes
C. Notes - Comments that are visible to the vendor and saved on the SimpleLegal invoice PDF
D. Internal Comments - Internal comments that aren’t visible to the vendor
E. Send - Forward the invoice to other team members with the option to include invoice attachment(s)
F. PDF / CSV - Download a csv export of the invoice data or a SimpleLegal-format PDF invoice
G. Approvable/Verification - Validation checks of the invoice in order to be approved. This option is particularly helpful when an invoice is not approvable to see what needs to be updated.
H. Invoice status - The current status of the invoice. Eg. Pending Approval, Approved, Sent to AP
I. Reject / Approve - Approve and send the invoice to the next approver; reject it and choose to notify the vendor. Select +Add Approver to manually add more approvers to the invoice.
J. Invoice Dates - The invoice date of the invoice (created by the vendor); the date the invoice was received; the invoice period dates (created by the vendor)
K. Attach… - View and add any invoice PDF attachments/supporting files
L. Adjust to Zero - Select one or more line items to adjust line item(s) to $0. Only available on invoice submitted in USD.
M. Line Item Allocations - Select one or more line items to adjust the allocations for Legal Entity, Cost Codes and/or any custom attributes.
N. Matter - Select one or more line items, then use Matter dropdown to change the matter on the line item(s).
O. Checkbox - Select all or individual line items
P. Date - The date the work was performed for the line item.
Q. Matter - The matter name and matter ID for the line item. Select the matter ID to view the details of the matter.
R. Timekeeper - The name and ID of the timekeeper on an hourly line item
S. Description - The line item description including any Activity, Task and Expense codes
T. Units/Hrs, Cost/Rate, Tax - The breakdown of the line item as submitted by the vendor
U. Total - The total amount for the line item. Calculated by Units/Hrs * Cost/Rate + Tax.
V. Warning icon - A warning flag will be displayed if a line item is violating any billing guidelines setup in the system. Select the icon to see the details.
W. Adjustments & Allocations - Edit the Units/Hrs, Cost/Rate or total amount on the line item. Edit the allocations for Legal Entity, Cost Codes and/or any custom attributes on the line item.
X. Filter - Type in any text to search and filter on the line items
Y. Flat Fee / Fees / Expenses / All - Filters to view either the flat fee, hourly, expense or all line items
Z. Invoice History - The activity log for the invoice
Please contact firstname.lastname@example.org for any other questions and we are happy to help.