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Make or View Invoice Comments

There are five types of invoice-related comments in Tracker:
  • Description by Firm When an invoice is posted, the firm user can optionally include a description of the invoice.
  • Internal Comment by Company User Company users can post comments to each other regarding the invoice. The user's name always appears next to the comment. Regardless of whether the invoice is rejected or approved, firm users never see the company internal comments.
  • Company Comments to Firm Company users can post comments to the firm regarding the invoice. Other company users can see the comments, but firm users will not see the comments until the invoice is fully approved or rejected.
  • Line-Item Comments The company invoice reviewer can make comments about individual line-items in the invoice. These comments are intended to accompany line-item adjustments. Firm users see these comments after the invoice is fully approved or rejected.
  • Dispute Comments
     Level 1 Approvers are required to make a comment to the firm explaining the nature of the dispute. All other reviewers can make internal dispute comments only, which are not visible to the firm.

Viewing the Law Firm's Invoice Description/Comment

The firm's invoice description is displayed at the top of every invoicing page in the shaded header section.

Make Internal Comments or Comments to the Firm

Invoice approvers can make two different types of comments to any invoice. You can either make an internal comment, which will never be seen by the law firm, or you can make or add to comments to the firm. Comments to the firm are a compilation of comments made by all reviewers. Law firm users see comments only after the invoice has been finally approved or rejected.
  1. At the top of any invoicing page, in the shaded header section, click Show/Add Comments. The Comments window opens.
  2. Do one or both of the following:
    • In the
      Comment to Firm
       box, type any comments to the firm. When making comments to the firm, include your name or initials so firm users can identify who made the comment.
    • In the Comment box next at the bottom of the page, type any comments to other company users.
  3. On the toolbar, select
    Save & close
    .

Add Line-Item Comments to an Invoice

The method for making line-item comments varies depending on whether the invoice is a LEDES-formatted invoice or an invoice that is not in the LEDES format (e.g. Microsoft Word document).
The icon next to the invoice indicates whether it is a LEDES or non-LEDES formatted invoice. LEDES-formatted invoices are designated with the icon, and non-LEDES formatted invoices are designated with the icon.
Add line-item comments to a LEDES-formatted invoice
You must make line-item comments to an invoice directly from the invoice page.
  1. Click the invoice number to open the invoice page, or from any other invoicing page, click
    Invoice
    .
  2. Check the box in the
    Edit
    column of the line-item on which you want to comment.
  3. Select a reason for the line-item adjustment from the drop-down list. This is a required field.
  4. Type your comment in the text box.
  5. Type the number for the adjusted number of hours or the adjusted amount of the expense. These are required fields. Note, however, that if you do not know the amount by which you want to reduce the number, you can enter the same amount as appears in the original invoice, and instruct the firm to make the adjustments.
  6. Repeat the previous steps for all line-items on which you want to comment.
  7. Click
    HOLD & save
    .
Add line-item comments to a non-LEDES invoice
One of the benefits of Tracker is that it lets your firms submit their invoices in any file format. This is especially useful for firms in countries other than the U.S. or small firms that are not set up to produce LEDES invoices. However, Tracker cannot provide an integrated interface for making line-item comments on non-LEDES formatted invoices.
  1. Click the invoice number. The invoice cover page opens.
  2. Under
    Supporting Documents,
     click
    Download
    . The File Download dialog box appears.
  3. Click
    Open
    . The invoice opens in Microsoft Word.
  4. Make the line-item comments to the invoice, and save it to your hard drive or network.
  5. Return to the Invoice page and click
    Upload marked
    . An upload dialog box appears.
  6. Click
    Browse
    to locate the marked invoice, and then double-click it to upload it.
  7. Click
    Hold and Save
    .

View Company Comments

To view comments made by company users, in the gray header section of any of invoicing pages, click
Show/Add Comments
.
Comments do not appear on the Pending Invoices page.
View Line-Item Comments
The method for viewing line-item comments varies depending on whether the invoice is a LEDES-formatted invoice or an invoice that is not in the LEDES format.
View line-item comments in a LEDES-formatted invoice
Click the invoice number to view the invoice line-item adjustments and comments, or from any other invoicing page, click
Invoice
.
View line-item comments in a non-LEDES invoice
  1. Click the invoice number to view the invoice cover page, or from any other invoicing page, click
    Invoice
    .
  2. Under Invoice ATTACHMENTS, ensure that there is an icon next to Marked Invoice. This indicates that the original invoice has been edited and that the edited invoice has been uploaded to Tracker. To view the marked invoice, click [download].

This article applies to:

  • Product: Legal Tracker
  • Subject: Billing, Invoices
  • Audiences: Company