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Invoices

Edit, Delete, or Move Invoices

An invoice can be edited, deleted or moved to another matter any time prior to when the first company user begins the invoice approval process. An invoice can no longer be edited, deleted or moved once the first company user opens it to review it. If an invoice cannot be edited,
Edit
 does not appear in the toolbar and you will not be able to access the editing pages.

What to Do If You Need to Edit or Delete an Invoice that Is Already in the Approval Process

Contact your client if you need to edit, delete or move an invoice that is already in the approval process. If they have not finally approved the invoice, they can reject it so you can repost a corrected version. They can also move the invoice to another matter, if necessary.
If final approval for an invoice was given by your client then your client can no longer reject an invoice. You will need to coordinate with your client's AP department to remedy the situation. For example, your client could post a correcting memo entry invoice to pay you the modified or corrected amount or you could submit a correcting invoice to your client, which they could then process.

Who Can Alter Invoices?

Company users can never delete an invoice. They can either reject an invoice back to the firm or move the invoice to another matter. The following firm users can alter an invoice:
  • Matter Administrators and Matter Editors for the matter the invoice was posted to.
  • Any firm user with a system role of Firm User + Billing, Firm Administrator, or Firm Office Administrator (firm users with billing rights).

Edit, Delete, or Move Invoices

You can alter an invoice by selecting
Billing
 in the left navigation or from within a matter. Firms cannot move LEDES invoices posted by SpeedPost or that were posted to a Consolidated Billing Matter because Tracker relies on the firm, client and matter number to route the invoices. Firms need to ask their clients to move invoices when either posting method is used. If a client does not want to move an invoice, firms need to repost the invoices with a new invoice number to correct the matter.
  1. Click
    Billing
     in the left navigation.
  2. Check that you are on the
    View invoices
     page view. (If unbilled amounts are due, Tracker displays the
    Accruals
     page view by default).
    View invoices
     lets you view all pending invoices, invoices that were approved in the past 30 days and invoices that were rejected in the past 180 days.
  3. Use the view selector to specify which invoices you want to view (all, pending, approved, or rejected), then click
    Change view
    .
  4. Click the invoice number of the invoice you want to work with.
  5. Click
    Invoice
     on the toolbar.
  6. Complete one of the following:
    • To edit or move the invoice, click
      Edit / move
       in the toolbar. To move the invoice to another matter, click
      Change matter
       for the
      Matter Name
       field then select the new matter. To edit the invoice, make your changes.
    • To delete the invoice, click the three small dots icon on the toolbar then select
      Delete
      .
  7. Click
    Close
     on the toolbar.
Edit, Move or Delete an Invoice from within a Matter
  1. Click
    Matters
    , then
    Matter List
     in the left navigation.
  2. Click the matter name for the applicable matter.
  3. Click
    Invoices
    . You may need to complete this step if
    Accruals
     displays because unbilled amounts are due.
  4. Click the invoice number for the invoice you want to edit, delete or move.
  5. Click
    Invoice
    .
  6. Complete one of the following:
    • To edit or move the invoice, click
      Edit / move
       in the toolbar. To move the invoice to another matter, click
      Change matter
       for the
      Matter Name
       field then select the new matter. To edit the invoice, make your changes.
    • To delete the invoice, select the three small dots icon on the toolbar, then select
      Delete
      .
  7. Click
    Save & close
     in the toolbar.
Moving an Invoice to a Different Matter When Reposting
If Company addresses audits on an invoice and rejects it, a firm cannot move the invoice to a different matter when reposting. If this happens, the firm must post new invoice to the correct matter using a new invoice number.

This article applies to:

  • Product: Legal Tracker
  • Subject: Invoices
  • Audiences: Firm