Common Timekeeper Issues That Can Result in Invoice Rejection

Below are the most common timekeeper-related issues that can cause an invoice to be rejected, what each issue means, and what to do next.
📌 Exact approval rules and requirements vary by client.

👤 New Timekeeper (No Approved Rate)

What this means
The invoice includes work billed by a timekeeper who did not have an approved rate in Brightflag for the relevant invoice date range. 

What to do next

• Ensure a rate is uploaded in Brightflag for the timekeeper covering the relevant time period

• Ask the client to approve the rate

• Once approved, reupload and resubmit the invoice

💰 Timekeeper Rate Higher Than Approved

What this means
The rate billed on the invoice is higher than the rate approved by the client for that timekeeper and time period.

What to do next

• Contact the client to confirm whether the higher rate should be approved

• Either:

  • Reupload the invoice using the currently approved rate, or

  • Upload a new rate request for the timekeeper and ask the client to approve it. Once approved, reupload and resubmit the invoice

⏳ Pending Rate Request

What this means
The invoice includes a rate that has been submitted but is still pending client approval.

What to do next

• Check the status of the pending rate in Brightflag

• Ask the client to approve the rate

• Once approved, reupload and resubmit the invoice

⛔ Rejected Rate Request

What this means
The invoice includes a rate that was explicitly rejected by the client.

What to do next

• Submit a new rate request for the timekeeper

• Ask the client to approve the new rate

• Reupload and resubmit the invoice once approved

🧩 Unspecified Timekeeper Role

What this means
The invoice includes a timekeeper whose role (for example, lawyer or paralegal) could not be identified by: 

• An approved timekeeper rate in Brightflag

OR 

• A clearly stated timekeeper role on the invoice PDF

What to do next

• Check whether the timekeeper has an approved rate in Brightflag (rates always include a role)

• If no approved rate exists, submit a rate and ask the client to approve it

• If relying on the invoice PDF, ensure the timekeeper’s role appears either in a timekeeper key/legend or in the invoice detail table (for example, a “Role” column)

• Once the role can be identified, reupload and resubmit the invoice

Important Notes

• Brightflag does not approve timekeepers or rates

• All rate approvals and rejections are client-controlled

• Brightflag Support cannot override timekeeper or rate decisions