This article covers the following:
- Reviewing Invoices Efficiently
- Using Workflow Actions
- Reviewing Charges Efficiently
- Reviewing Adjustments and Flags
Review Invoices Efficiently
At its core, invoice review involves evaluating charge-level adjustments and flags, then accepting, modifying, or converting them as needed.
To streamline your review process, use the tools available in CounselLink:
- Configuring Your Homepage: Customize homepage info tiles and access Invoice Search filters quickly from the Billing Panel.
- Using Saved Views: Save frequently used Invoice Search configurations to reduce search time and simplify reporting.
- Grouping and Filtering Your Charges: Group and filter invoice charges to review similar items together.
For additional training, you can take the free course on working with invoices in CounselLink. The course covers invoice workflow, searching for invoices, and reviewing invoices efficiently.
Using Workflow Actions
Workflow is the customized process your organization uses to review and approve invoices. It determines how invoices are routed among staff and whether multiple review stages are required before approval for payment.
Use workflow buttons when you:
- Complete a review
- Reject an invoice
- Reassign an invoice to another user
Your role and position in the workflow determine the buttons available to you.
The workflow buttons appear at the bottom of the Invoice Overview page.
You can also access these buttons from the Invoice Search page to perform them in bulk.
Common Workflow Options
The exact text on your workflow buttons may vary.
| Button | Action |
|---|---|
| Complete Review | Send the invoice to the next reviewer in your workflow. |
| Approve Invoice | Approve an invoice. This is the last step prior to payment. You will only see this option if you have the appropriate authority to approve an invoice. |
| Reject Invoice |
Send the invoice back to the law firm. Once selected, you must enter a Reject Reason. |
| Re-assign to |
Display a list of users in your organization with invoice access. Select a name, or use the search bar at the top of the window. |
| Workflow Actions |
Displays options to re-route the invoice to a different workflow stage. This button is only available to users with the Workflow Administrator role. |
Reviewing Charges Efficiently
As an invoice reviewer, you evaluate itemized charge lines entered by the law firm. Adjustments and flags may appear on individual charges, and you must review them before advancing the invoice to the next workflow stage.
After passing automated validation, invoices appear on the Invoice Search page for manual review. When you open an invoice, select the Charges tab to review line items.
To save time, use search, grouping, and filtering features within the Charges tab.
Finding Similar Charge Descriptions
When an invoice contains many similar charges, you can search by keyword to review and adjust them collectively.
Quick Steps
Select Charge Description in the first field.
Choose an operator (e.g., Contains, Equals, Does Not Contain).
Enter a keyword (e.g., travel, copy, conference).
The charges list will update. Click Reset to clear the search.
Grouping by Previous Reviewer
Grouping charges by reviewer allows you to see which charges were modified by a previous reviewer (including system-generated adjustments).
Quick Steps
- Click Modified By from the drop-down list under the Group By field.
Charges are grouped by the last user who modified them.
Viewing Only Adjusted Charges
You can filter to show only charges that were adjusted by the system or a previous reviewer.
Quick Steps
In the Filter By field, select Adjusted under the Charge Issues drop-down section.
Click Apply.
The list updates to display only adjusted charges.
Viewing by Rule Violation
You can filter charges by specific rule violations to review similar issues together.
Quick Steps:
In the Filter By field, select a specific rule violation under Charge Issues.
Click Apply.
The list updates to display only charges associated with the selected rule violation.
Reviewing Adjustments and Flags
Adjustments and flags may appear on charge lines. These are added either by automated validation or by a previous reviewer.
- Red indicators represent adjustments.
- Teal indicators represent flags.
- Adjustments represent charge reductions applied by the automated rule validation or from a previous internal reviewer. If the adjustment is appropriate, leave it as is—the deduction remains. If you want to override it, click the convert icon to change it to a flag. You can also edit the adjustment amount to partially reduce the charge.
- Flags indicate potential issues identified by rules or previous reviewers. If the flagged issue does not apply, leave the flag as is—no deduction is made. If the issue is valid, click the convert icon to convert the flag into an adjustment, which applies a deduction.
When reviewing charges, you have two primary options:
Take no action – Leave the charge and any adjustments/flags unchanged if acceptable.
Make an adjustment – Modify the charge if special circumstances apply or convert flags to adjustments.
After completing your charge review, proceed with the appropriate workflow action.