Why is my file not being accepted when I try to submit it

Troubleshooting Invoice Submission Errors

Submitting invoices in the correct format and within system limitations ensures smoother processing and faster payments. This article outlines common issues users may face when submitting invoices and how to resolve them.

While Brightflag supports PDF submissions, using LEDES files improves accuracy, minimizes errors, and accelerates the approval process.

Common Invoice Submission Errors

1. Restricted Characters in File Name

Error: The file name contains characters that are not permitted.
Allowed Characters:

• A-Z (uppercase letters)
• a-z (lowercase letters)
• 0-9 (numbers)
• Spaces ( )
• Hyphens (-)
• Underscores (_)
• Dots (.)
• Brackets (())
• Ampersands (&)
• Percentage signs (%)

Solution:
Rename your file to remove any restricted characters. Only use the allowed characters listed above. After renaming, attempt to re-upload the file.

2. File Size Exceeds the Limit

Error: The file exceeds the maximum size limit of 7MB.
Solution:
Ensure the file size is 7MB or smaller before submitting. If your file is too large, consider compressing it or splitting it into smaller files.

Important Notes and Tips

Tip: Always submit invoices in LEDES format instead of PDF to save time, reduce errors, and get paid faster.
You can still attach a PDF version if required by your client. Don’t worry, switching to LEDES doesn’t mean you need to start coding invoices—you don’t! Your client’s experience won’t change.

How to Fix These Issues Step by Step

Renaming Your File

1. Locate the file on your computer.
2. Right-click the file and select Rename.
3. Remove any restricted characters from the file name (see allowed characters above).
4. Click Save and try uploading the file again.

Reducing File Size

1. If your file exceeds 7MB, compress the file:
   • Right-click the file and select Compress (Windows) or Compress [filename] (Mac).
2. If necessary, use an online file compression tool to reduce the file size.
3. After compression, check that the file size is now 7MB or less and re-upload.

Pro Tip

Pro Tip: Submitting invoices in LEDES format instead of PDF can significantly streamline your process and reduce potential errors.

By following these steps, you can quickly resolve common issues during invoice submission and ensure your invoices are processed without delay.

Frequently Asked Questions (FAQs)

Q: What should I do if I keep getting a file size error?
A: Try compressing the file or splitting it into smaller files. If the problem persists, check the file size using a file properties tool to confirm it's under 7MB.

Q: Can I still submit a PDF version?
A: Yes! Even though submitting in LEDES is recommended, you can still attach a PDF version if required by your client.