How to Upload a PDF Fixed Fee Invoice in Brightflag

Watch the video guide or follow the steps below to upload and submit a PDF invoice.

Steps to Upload and Submit a PDF Invoice

1. Navigate to Menu > Invoices > Upload PDF.

2. Upload the PDF:

   • Click Choose File to upload the PDF invoice from your computer.
   • Once uploaded, the invoice will preview on the left side of your screen.

3. Select the Relevant Matter:

   • Use the Matter Search bar to choose the correct matter.
   • Ensure this field is not left blank as the invoice can only be submitted to one matter.

⚠️ Important

You can only submit the invoice to one matter. Ensure that the correct matter is selected before proceeding.

4. Indicate if It's a New or Resubmitted Invoice:

   • Select No under Is This a Resubmitted Invoice? for new invoices.
   • For resubmissions, follow these further instructions.

5. Choose the Agreed Fixed Fee:

   • Select Agreed Fixed Fee as the billing type.

6. Enter the Invoice Number:

   • Enter the Invoice Number exactly as it appears on the PDF to avoid rejection.

7. Select the Currency:

   • Ensure the currency matches the one displayed on the PDF. Each invoice should use only one currency.

8. Input Billing Period Dates:

   • Enter the Billing Period Start and End Dates that align with the narrative lines.
   • Make sure the invoice covers only one month.

9. Set the Invoice Date:

   • The Invoice Date must match the date on the PDF invoice.

⚠️ Warning

Invoices that cover more than one month or use multiple currencies will be rejected. Ensure the details match the PDF before submission.

10. Add Agreed Fixed Fee Details:

    • Click the + icon next to the fixed fee heading.
    • Enter the Description and Fee, excluding any tax, discounts, or expenses.
    • If necessary, click the + icon again to add more fixed fee amounts.

11. Add Expenses:

    • Click the + icon next to the expense section to add any relevant expenses.

12. Enter Discount Information:

    • Choose to enter either a Discount Total or a Discount %.
    • If no discount applies, enter 0.

13. Input the Total Tax Amount:

    • For guidance on tax codes and rates, click here.

14. Verify Invoice Total:

    • The Invoice TOTAL will auto-calculate based on your entries.
    • Ensure the total matches the amount on the PDF. If there's a discrepancy, review and correct the previous entries.

💡 Tip

If the invoice total doesn’t match, double-check the currency, dates, and amounts for accuracy.

15. Optional: Add a Note for Your Client:

    • Add a note that will be visible to your client during their review.

16. Submit the Invoice:

    • Click Submit Invoice.
    • Confirm by clicking Submit in the pop-up window.

17. Final Confirmation:

    • On the confirmation page, tick the box beside the invoice(s) you're submitting.
    • Click Submit Selected Invoices.

Important Notes

⚠️ Important

PDF invoices can include either an itemized hourly breakdown or an agreed fixed fee. Brightflag does not accept invoices that combine both hourly and fixed fees; they must be submitted as separate invoices.

Field Character Limits

Troubleshooting Tips

💡 Tip

• Double-check your entries: Ensure the currency, invoice number, and dates match exactly as they appear on the PDF.
• Mismatch in totals? Revisit the previous entries to confirm all fields are correctly filled.