How to Resubmit a PDF Fixed Fee Invoice in Brightflag

⚠️ Important: Only rejected invoices can be resubmitted. If your invoice hasn't been rejected by your client yet but you require the invoice to be resubmitted, contact your client and request them to reject it in Brightflag. Brightflag Support cannot take any action on invoices on behalf of clients, including rejecting invoices.

Important Steps Before Resubmitting Your Invoice

• Do not change the invoice number.
• If the invoice was rejected due to submission to the wrong matter, contact your client. They can manually move the rejected invoice to the correct matter.
• If your client has asked you to split one invoice into multiple, submit each as a separate invoice. These should not be linked to the original invoice.

Resubmitting a Fixed Fee PDF Invoice

Step-by-Step Instructions:

1. Go to Menu > Invoices > Upload PDF.
2. Click Choose File and upload the PDF invoice from your computer. Once uploaded, the invoice preview will appear on the left side of your screen.
3. Select the correct matter using the Matter Search bar. Only one matter can be selected per invoice. Do not leave this field blank.
4. Select Yes under Is This a Resubmitted Invoice?
5. Open the Link to Invoice drop-down and select the corresponding invoice number.
   
6. Choose Agreed Fixed Fee.
7. Enter the Invoice Number exactly as it appears on the PDF to avoid rejection.
8. Select the Currency that matches the one on the PDF. Only one currency is allowed per invoice.
9. Input the Billing Period start and end dates, ensuring they cover just one month.
10. Set the Invoice Date to match the date on the PDF invoice.
11. Add the Agreed Fixed Fee details by clicking the + icon next to the fixed fee heading. Enter the Description and Fee (excluding tax, discounts, or expenses). Click + again to add more fixed fee amounts if necessary.
12. Add any Expenses by clicking the + icon next to the expenses section.
13. Choose to enter either a Discount Total or Discount %. If no discount applies, enter 0.
14. Enter the Total Tax amount. For guidance on tax codes and rates, click here.
15. Verify the Invoice TOTAL auto-calculates correctly based on your entries. Ensure the total matches the PDF. If there’s a discrepancy, double-check and correct previous entries.

💡 Note: Optionally, add a note for your client, which will be visible during their review.

16. Click Submit Invoice and confirm by clicking Submit in the pop-up window.
17. You’ll be redirected to a confirmation page. Tick the box beside the invoice(s) you’re submitting and click Submit Selected Invoices.

Important Notes:

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

⚠️ Important: Do not change the invoice number when resubmitting.

Troubleshooting Common Issues

• Invoice Not Rejected: Contact your client to reject the invoice. Brightflag Support cannot do this on their behalf.
• Wrong Matter: If the invoice was submitted to the wrong matter, contact your client to move it to the correct one.
• Total Mismatch: Double-check the entered amounts, including tax, fees, and discounts, to ensure they match the total on the PDF.