SimpleLegal is making updates on how to review and approve invoices and how Administrators can set up invoice approval workflows.
A: The invoice status is now directly below the invoice number
B: For admins, there is the Admin Actions dropdown, allowing to Pause Approval (eg. the On Hold status), change the status to Approved Hold, revert the invoice back to Received status, or un-reject a previously auto-rejected invoice.
C: The list of invoice approvers (eg. the approval ladder) has added details
On an individual invoice, if there are multiple people set to approve, select Expand to see or edit the individual approvers.
For each approver, once they approve, they will have a green checkbox to the left of their name. Once all approvers on the same level approve, the green checkbox is present for that level.
For each approver, select Send Back To, Why, or Remove.
- Send Back To removes the approver’s approval or rejection of the invoice.
- Why displays the reason how the approver was added to the invoice.
- Remove will take the approver off the invoice.
Watch a video about the invoice updates:
On Hold Status
Admins will have the Admin Actions dropdown. If the invoice is in the Received status, select Pause Approval to put an invoice On Hold. In the On Hold status, approvers cannot approve the invoice, but they can reject it.
Select Resume Approval to put the invoice back to Received status.
Approved Hold Status
If the invoice is in Approved status, an admin can select Pause Payment to put the invoice in Approved Hold status. In the Approved Hold status, the invoice will not be sent to AP via a financial integration.
Select Resume Payment to put the invoice back to Approved status.
Revert to Received
If an invoice is in Approved, Sent to AP, or Paid status, admins can put the invoice back to received status by selecting Revert to Received. Once the invoice is back in Received status, it can be Finalized.
After an invoice has been approved by at least one approver, and the other pending approvers can be removed as a result of updates to the matter, vendor, legal entity or practice area approvers.
If the pending approvers are removed, due to those updates, the invoice will be in Received status, but have a Finalize button. Anyone with access to the invoice can select Finalize to move the invoice to Approved status.
Setting Up Approvers
From Administration > Rules Management, select Invoice Reviews to view and create default approval rules for any newly submitted invoice. Enable rules for Matter Approvers, Practice Area Approvers, Legal Entity Approvers, and/or Vendor Approvers or create any custom rules.
Previously available only for matters, the option to select All of or Any of for approvers has been extended to practice areas, legal entities, vendors, and custom workflow rules.
For All of, all the approvers on the same level must approve the invoice. For Any of, one approver from the same level must approve.
Custom Invoice Approval Workflow Rules
Use Administration > Rules Management, select Invoice Reviews to setup any custom approval rules. There are now more fields and operators available to create rules.
Approval teams can now be added to invoices.
To create teams, go to Administration > User Teams. Select Create Team.
Add users to the team.
Now wherever an individual approver can be added, a team can be added.
On the invoice, only one member of the team needs to approve the invoice.
Depending on the environment, invoices can be auto-rejected based on billing guidelines. If an invoice is auto-rejected, the admin can select Admin Actions > Undo Autorejection.
The invoice will have a status of Received, and the approvers added to the invoice are based on the rules on the date when the invoice’s auto-rejection is reversed.
If an invoice is not approvable due to invoice requirements, an approver can still reject the invoice. The approver will not be able to approve until the invoice is updated with the necessary requirements.
Watch a video to setup rules and teams:
Please contact firstname.lastname@example.org for any other questions and we are happy to help.