When invoices are submitted by vendors, the invoices have a set of approvers that are added based off of rules that are created by the client. These rules are determined by what is set up in the account, and can cover areas such as matters, vendors, practice areas, and legal entities.
To view or create Invoice Reviews Rules, select Administration from the left hand side on the main menu.
Select Rule Management.
In the Invoice Reviews section, there are 4 built in rules. Rules are created with a priority and a rule condition, which are then applied to the invoice. These rules determine which approvers are applied to each invoice and in what sequence these approvers are added the invoice.
A sample of the conditions that can be created include:
- Cost Code
- Invoice Total
- Invoice Currency
- Legal Entity
- Practice Area
- Custom Attributes
Rules can be set for approvers on the following levels:
- Custom Approvers
- Matter Approvers
- Practice Area Approvers
- Legal Entity Approvers
- Vendor Approvers
The above components can be set with different priority levels. The priority levels determine if approvers are added in parallel or in a particular order to the invoice. By adjusting the ranking of a rule, this will reorder how the hierarchy of rules perform on an invoice.
If an approver is evaluated to be on multiple levels, then they only be added on the last level.
Creating a Rule
To create a custom rule, select Create New > Standard Rule.
Add a rule name and description.
Start with one condition.
Select And or Or if more conditions are needed.
For Actions, select the Reviewers.
Select Ladder Priority and Escalation Policy.
For Escalation Policy, select all, highest, or none.
- all: Any approver added without the proper approval authority will have their escalation person added to the invoice.
- highest: If the approver on the last level of the invoice without the proper approval authority will have their escalation person added to the invoice.
- none: No escalation persons will be added
If an invoice has more than one matter on it, the condition only needs to validate on any one of the matters.
Add in the Invoice Reviewers and Invoice Subscribers.
Select Save Rule.
If at any time this rule is no longer applicable, the rule can be deactivated using the toggle or deleted by selecting the trashcan.
If the approvers on a rule are updated, any pending invoices will also update.
Changes that trigger the approval workflow to recalculate:
- Data changes on a matter
- Data changes to an invoice, specifically: line item changes, allocations (due to entity/cost code), and adding and/or removing approvers on the invoice.
Examples of what does not cause approvers to recalculate:
- Reverting Approval
- Reverting Rejection
If an approver has already approved an invoice, they will not be removed from the recalculation of the workflow. If someone on the invoice has not already approved the invoice, then they will be removed if necessary.
Please contact firstname.lastname@example.org for any other questions and we are happy to help.