Submitting Invoices in LEDES Format: Billing Period Date Verification

Submitting invoices in the correct format is essential for ensuring fast and error-free processing. It is recommended to submit invoices in LEDES 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!), and your client’s experience won’t change.

Common Issue: Billing Period Date Mismatch

When submitting invoices, one common issue is setting the invoice date incorrectly. This usually happens when the invoice date is outside the specified billing period. To prevent this error, it’s essential to understand how billing period dates and invoice dates relate to each other.

What’s the Problem?

• Issue: The Invoice Date cannot be set in the future or outside of the Billing Period.
• Cause: The Billing Period controls the available date range for the Invoice Date field. If the invoice date is outside of this range, an error occurs.

Warning: Attempting to submit an invoice with a future date or a date outside the allowed billing period will result in submission failure.

How to Troubleshoot and Fix the Issue

To resolve this error, follow these steps:

1. Verify Billing Period Dates:

   • Check the Billing Period set by your client. The available dates for the Invoice Date must fall within this billing period.

2. Correct the Invoice Date:

   • Ensure the Invoice Date is within the range of the Billing Period and is not set in the future.

3. Resubmit the Invoice:

   • After correcting the date, resubmit the invoice for processing.

Step-by-Step Instructions

1. Locate the Billing Period:
   Go to the Billing Settings section of your invoicing portal and check the allowed dates for the Invoice Date field. This should be listed under the billing period.

2. Set a Valid Invoice Date:
   Choose a date that falls within the billing period and ensure it is not in the future. The system will only allow dates that meet these criteria.

3. Save and Submit:
   After setting the correct date, save the invoice and resubmit it.

Tip: Always review your billing period before setting the invoice date to avoid errors.

Example of Date Verification

Note: The invoice date cannot be set outside these ranges. Make sure to update the invoice date before submitting.

Important: Always double-check your Invoice Date and Billing Period to avoid common submission errors.

By following these steps, you can ensure your invoice is submitted correctly without delays. Switching to LEDES format also enhances your invoicing process by minimizing errors and speeding up payment timelines.

Conclusion

To avoid errors during invoice submission:

• Always ensure your Invoice Date falls within the correct Billing Period.
• Submitting in LEDES format reduces errors and speeds up the payment process.