Who can I contact regarding rejected invoices?

Why Was My Invoice Rejected?

Invoices submitted through Brightflag can be approved or rejected based on the client's review or automated checks. Below, we explain common causes of invoice rejection, how to troubleshoot, and steps to resolve the issue.

Common Causes of Invoice Rejection

Client Review Rejection

• Clients may manually reject invoices after reviewing the details if they find discrepancies such as:
  • Charges that don't align with their expectations, policies, or previous agreements.
  • Incorrect or missing spend categorizations or key data points.

Automated Rejection (Auto-Reject)

• Some clients configure their billing guidelines directly into Brightflag.
• Brightflag will auto-reject invoices that breach these guidelines. This happens automatically, saving clients from manual reviews.
• Examples of breaches:
  • Missing required details (e.g., invoice numbers, descriptions).
  • Charges exceeding pre-approved limits or incorrect formats.

🔴 Important: Brightflag cannot intervene or modify rejected invoices, including auto-rejected ones. To appeal or discuss these invoices, contact your client directly.

What Happens When an Invoice Is Rejected?

1. Notification

You will receive an automated email from Brightflag notifying you of the rejection.

2. Details in the Email

• Manual rejections: The client will provide a specific reason for rejection in the email.
• Auto-rejections: The email will specify which billing guidelines your invoice violated.

Troubleshooting Steps

Step 1: Review the Rejection Email

• Carefully read the automated email from Brightflag.
• Look for the specific reason(s) provided for the rejection.

Step 2: Compare Against Client Billing Guidelines

• For auto-rejections, cross-check the reason in the email with the billing guidelines shared by the client.
• Ensure you understand which requirement your invoice failed to meet.

Step 3: Correct and Resubmit the Invoice

• Adjustments: Make necessary corrections, such as:
  • Updating charges.
  • Adding missing details.
  • Formatting the invoice to match guidelines.
• Resubmission: Once corrected, resubmit the invoice through Brightflag for processing.

What to Do If You Need Further Help

Contact Your Client Directly

• If you are unclear about the rejection reason or how to resolve it, reach out to your client.
• The client is responsible for reviewing invoices and can provide additional context or assistance.

💡 Tip: For quicker resolutions, refer to the specific billing guidelines shared by the client before contacting them.

Additional Notes

• Stay Proactive: Familiarize yourself with your client’s billing guidelines to minimize the chance of rejections.
• Keep Records: Save all email notifications and rejection details for future reference or escalations.

By following the steps above, you can efficiently address and resolve invoice rejections while maintaining compliance with client requirements.