How to Upload and Submit an Hourly Fee PDF Invoice in Brightflag

Follow the steps below to submit your Hourly Fee PDF Invoice.

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

Check out the Brightflag PDF Guide for formatting tips: Brightflag PDF Guide.pdf

Step-by-Step Instructions

1. Access the Invoice Upload Section

• Navigate to Menu > Invoices > Upload Invoices.
• The default landing page will be for LEDES uploads. Click the "submit invoices in PDF instead" text to be redirected to the PDF-only upload page.

2. Upload Your Invoice

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

3. Select the Relevant Matter

• Use the Matter Search bar to find the relevant matter.
• Important: Ensure this is the same matter where the first invoice was submitted.

4. Invoice Resubmission Confirmation

• Select No under Is This a Resubmitted Invoice?

5. Choose Invoice Type

• Select Hourly Fee.

6. Enter Invoice Details

• Invoice Number: Enter the exact invoice number as seen on the PDF.
  Mismatches will cause the invoice to be rejected.

• Currency: Select the currency shown on the PDF.
  Each invoice should have only one currency.

7. Input Billing Period

• Billing Period: Enter the start and end dates that correspond to the work period described in the invoice.
  Ensure the invoice covers only one month.

8. Set Invoice Date

• Invoice Date: Enter the date shown on the PDF invoice.

Adding Line Item Details

9. Fees, Expenses, and Discounts

• Fees: Enter the sum of all fee line items, excluding any discounts, expenses, or taxes.
• Expenses: Enter all expenses listed on the invoice.
• Discounts: Include any applicable discounts.
  Ensure the values in Brightflag exactly match the invoice PDF.

10. Input Total Tax

• Tax Amount: Enter the total tax as shown on your invoice.
  For guidance on tax codes and rates, click here.

11. Verify Invoice Total

• Invoice TOTAL: This will be auto-calculated. Make sure it matches the total on your PDF invoice.
  • If there’s a discrepancy, review your entries for errors.

12. Add Optional Notes

• You can add a note for your client (this will be visible during their review).

Submitting the Invoice

13. Submit Your Invoice

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

14. Final Confirmation

• 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

Troubleshooting Tips

Resources:

• Sample Hourly Invoice with Discount.pdf70 KB
• Brightflag PDF Guide.pdf1 MB