Why Is My Invoice Rejected

Invoices may be rejected either automatically by Brightflag’s system or manually by your client’s invoice reviewer. Below are common reasons and steps to address them.

1. Automatic Rejections by Brightflag PDF Scan

Brightflag’s AI may automatically reject invoices during the PDF scan due to the following issues:

• Gross total discrepancies: The gross total on the PDF does not match the data entered during submission.
• Currency mismatches: The currency on the PDF differs from the submission data.
• Multiple currencies: The invoice contains multiple currencies (e.g., line items in EUR and the cover page in USD).
• Incorrect fee type: Hourly fee invoices were incorrectly submitted as fixed fee invoices.

💡 Tip: Use LEDES files for submissions to improve accuracy, minimize errors, and speed up the approval process.

2. Client Rejections

When an invoice is rejected by your client, the reason will be:

• Detailed in the Rejection Note.
• Included in the invoice spreadsheet (if applicable).

📝 Note: Review your client’s billing guidelines for specific submission requirements.

3. Auto-Review Rejections

Some Brightflag clients use automated processing for certain invoices. Depending on the characteristics of the invoice, it may be:

• Automatically approved.
• Automatically rejected based on predefined rules.

💡 Tip: Contact your client for billing guidelines to help you avoid auto-rejections.

Additional Tips for Avoiding Rejections

• Always verify the data entered during submission matches the information on the invoice PDF.
• Submit invoices in LEDES format whenever possible to reduce errors.
• Adhere to your client’s billing guidelines for invoice submission.