PDF Invoice Formatting Requirements for Brightflag

This article explains:

How PDF invoices must be formatted
Why formatting matters for Brightflag AI extraction
The most common formatting issues
What to do if your invoice is rejected due to a PDF formatting error

🤖 Why PDF Formatting Matters

Brightflag uses AI technology to extract data from PDF invoices.

For your invoice to be successfully reviewed and processed, it must follow globally recognised standard invoice formatting requirements.

If your invoice:

Is rejected due to a formatting issue
Displays an error stating data could not be extracted
Is marked as incorrectly structured

It means the PDF template being used is not eligible for AI processing.

⚠️ Important

If your invoice is rejected for formatting or data extraction issues, this means the template used to generate the PDF is not aligned with standard formatting requirements.

🌍 Why This Happens

Most law firms use invoice generation software.

These systems allow firms to:

Customise invoice templates
Modify layouts
Change table structures
Add or remove formatting elements

Brightflag follows the globally adopted standard invoice structure used by the majority of law firms.

While minor adjustments to standard templates are acceptable, heavily customised or significantly modified templates may not be recognised by Brightflag’s AI.

🚫 When Customisation Becomes an Issue

Invoices may be rejected if:

The detail table is split across multiple sections
Columns are rearranged or removed
Narrative lines are separated from rates or hours
Totals are positioned in non standard locations
The overall structure differs significantly from the default software template

Some firms heavily customise templates to suit internal processes. Unfortunately, some of these versions fall outside what Brightflag’s AI can recognise.

💡 Tip

Most invoice generation software allows multiple templates to run simultaneously.

You can keep your customised template for internal use and use the standard system template specifically for Brightflag submissions.

🚫 Common Rejection Message You May See

Rejection Description:
Invoice narrative lines and fee details are not formatted correctly.

This means Brightflag could not extract the required data from your PDF invoice in the expected format.

📌 Required PDF Invoice Formatting Rules

Your PDF invoice must meet the following requirements.

1️⃣ Clear Cover Page

The cover page should clearly display:

Client required invoice information
Total fees
Total expenses
Discounts, if applicable
Taxes
Final invoice total

The summary must be clearly structured and easy to read.

2️⃣ One Clear Continuous Invoice Detail Table

The invoice must include one single, continuous table that breaks down all invoice line items.

The table must include:

Timekeeper name
Date
Hours
Rate
Narrative or description

⚠️ Do Not

Split invoice details across multiple tables

Separate hours from rates

Place narratives outside the main fee table

Use complex multi section layouts

🛠 What To Do If Your Invoice Is Rejected

If your invoice is rejected due to PDF formatting:

Step 1

Review the PDF Formatting Guide attached to this article.

Step 2

Contact your:

IT department
Finance team
Billing team
Invoice software provider

Ask them to confirm that the PDF template being used is the standard system generated template.

Step 3

Ensure invoices submitted to Brightflag are aligned with the globally recognised default template structure.

🔄 Alternative Option: Submit LEDES Files

If updating your PDF format is not feasible, you can submit invoices using:

👉 LEDES files

LEDES invoices:

Provide structured billing data
Improve AI accuracy
Reduce formatting errors
Minimise rejection risk

Learn more here:
🔗 How to Submit a LEDES Invoice in Brightflag

📌 Key Takeaway

Brightflag AI requires standard PDF invoice formatting
Excessively customised templates may not be recognised
Use your invoice software’s default or standard template
If needed, switch to LEDES submission

Following these guidelines ensures faster processing, fewer rejections, and a smoother billing experience with your Brightflag clients.

Brightflag PDF Guide March 2025.pdf1 MB