Onboarding Guide

Welcome to Brightflag! Follow this step-by-step guide to get started and streamline your processes.

Index

1. Go Live
2. Account Activation
3. User Permissions
4. Timekeeper Submission
5. Matters
6. Submit Invoices
7. Submit Accruals
8. Invoice Payment
9. Brightflag Support

1. Go Live

Before your go-live date, you’ll receive communications from the Brightflag team with essential information and answers to common questions.

From the go-live date:

• Submit all invoices to Brightflag for approval and payment.
• Transition from other systems or email-based submissions to Brightflag.

If your client is already using Brightflag and you need an account created, follow this guide to set up your account.

2. Account Activation

For privacy reasons, Brightflag has three login URLs. The URL you use depends on your client’s preferences or location.

To activate your account:

1. Open the email containing your Brightflag login link.
2. Click the link to navigate to the correct login URL.
3. Create your password to activate your account.

📝 Note: This account is personal and should not be shared with colleagues.

3. User Permissions

Brightflag offers three types of permissions for vendor users:

• Vendor Admin
• Vendor Office Admin
• Standard User

Your access level determines the pages you can access and actions you can perform.

To find your access level - follow these steps. 

4. Timekeeper Submission

If you issue hourly fee invoices, you must upload timekeeper rates to Brightflag.

• Rates must be approved by the client.
• Invoices with unapproved timekeepers will be rejected.

Follow this guide to submit your timekeepers.

5. Matters

Client Matter Creation

• Your client creates matters on Brightflag.
• You’ll receive an email notification when you’re added to a matter, and the matter will appear on the Matters page.

Vendor Matter Creation

• If enabled, you can create matters using the Request Matter button on the Matters page.
• Follow these steps to request a matter.

Once submitted, the client must approve your request. You’ll be notified via email when approved.

6. Submit Invoices

You can submit invoices in the following formats:

• PDF
• LEDES 98B and 98Bi V2 (for hourly and fixed fees)

💡 Tip: Use LEDES files for better accuracy, fewer errors, and faster approvals.

Key Notes:

• LEDES 98Bi V2: Use for invoices with tax or PO numbers.
• Some clients may require a PDF attachment alongside LEDES submissions.

Refer to these guides:

• How to Submit a LEDES Invoice
• How to Submit a PDF Invoice
• How to Submit a Fixed Fee PDF Invoice

7. Submit Accruals

At the end of each month, you may need to submit accruals (work-in-progress amounts).

Options for Submission:

• Individually: Submit one accrual at a time.
• In Bulk: Submit multiple accruals together.

Refer to:

• Submitting Accruals in Bulk
• Submitting Accruals Manually

8. Invoice Payment

Payments are handled outside Brightflag.

• Once approved, invoices are exported via the client’s preferred AP route to their Accounts team.
• Rejected invoices will not be paid and must be amended and resubmitted.

📝 Note: Brightflag Support does not have access to payment statuses. For payment concerns, contact your client directly.

9. Brightflag Support

Brightflag Help Center

Browse the Brightflag Help Center for vendor-specific articles and FAQs to address your queries.

Contact Support

If you encounter issues, reach out to Brightflag Support:

• Response Time: Initial response within 2 hours, full resolution within 2 business days.