CounselLink Answer Center for Clients

Reviewing Adjustments and Flags

  • Updated

This article covers the following:

Reviewing Flags

Once you have found your invoice for review, begin by examining any flags created during automated validation or by a previous reviewer. You can review flags from either the Charges tab or the Summary tab on the Invoice Overview page.

All changes made at this stage are confidential. The law firm will not see the flags or adjustments made.

  1. Navigate to the Charges tab on your Invoice Overview page.

  2. Find flags by scrolling through the charges or sorting them.

  3. Place a check mark by the flag(s) you wish to edit.

  4. Once you've selected one or more flags, you have the following options:

    These actions are available only to the current invoice owner (displayed at the top of the page). If another user needs to review or modify flags, reassign the invoice first.

    • Convert the flag to an adjustment. Click the arrows icon next to the flag or the Convert button near the top of the charges list. The flag becomes an adjustment, and the charge amount is updated accordingly.
    • Edit the flag. Click the pencil icon next to the flag or the Edit Adjustments button near the top of the charges list. The Edit Adjustment Window displays. 

    • Delete the flag. Click the trash can icon next to the flag or the Delete Adjustments button near the top of the charges list. The flag is removed from the invoice.

      Avoid deleting flags. Because they are not visible to the law firm and do not affect invoice totals unless converted, retaining them may be useful for future reference.

After making changes, the charge amount updates automatically. The flag or adjustment will reflect the manual edit. You can review details in the Charge History.

Adding Adjustments from the Summary Tab

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In some cases, you may need to adjust the entire invoice rather than individual charges.

Example: If you have a 15% agreed discount but the invoice reflects only 10%, you can apply the remaining 5% from the Summary tab.

Multiple adjustments of the same type can be added to an invoice.

  1. Click the All tab or the Summary tab from the Invoice Overview page.
  2. Click +Adjust Invoice In the Invoice Summary section. The Adjust Invoice window displays.

  1. In the New Adjustment section, click the appropriate values for the following displayed fields.

    Field Description

    Adjustment Type

    In the drop-down list, select one of the following:

    • Fees: - To adjust fees.

    • Expenses: - To adjust expenses.

    • Total: - To adjust the invoice total amount.

    Reduce By

    • Enter a fixed amount (cannot exceed the invoice net amount).

    • Or enter a percentage (must be between 0 and 100).

      Total adjustments must be percentage-based.
    Pay

    Select a new total amount to pay. The system automatically updates the corresponding Reduce By values.

    Note

    Enter explanatory text. This note appears in the Invoice Adjustment column on the Summary tab.

  2. Click Save.

    The adjustment appears as a separate line item below the invoice total in the Invoice Summary section.

Adding Manual Adjustments or Flags

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You may need to add a manual adjustment or flag during invoice review if special circumstances apply.

For example, a preparation charge appears excessive but does not technically violate a rule. You may add a manual adjustment or flag for further review.

Adding an Adjustment from the Charges Tab

  1. Click the Charges tab on the Invoice Overview page.

  2. Find the charge.

  3. Click Adjust. The Adjust Charge window displays.

  4. Fill out the fields as necessary.

    Fields marked with an asterisk (*) are required.

    Field Description
    Rule* Select the applicable flag.
    +Add Notes Add internal notes or notes visible to the law firm (limit: 1024 characters).
    Description* Displays the default rule description; edit if needed.
    Units Change the time spent by the timekeeper on the particular task associated with the charge. The Pay After Adjustment field updates automatically.
    Rate Change the rate associated with the timekeeper. The Pay After Adjustment field updates automatically.
    Percentage Change the discount percentage associated with the charge. The Pay After Adjustment field updates automatically.
    Amount Change the amount to be paid on the charge. The Pay After Adjustment field updates automatically.
  5. Click Adjust to make an adjustment or Flag to add the adjustment as a flag. 

The adjustment or flag is added to the invoice.

Editing Flags and Adjustments

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You may edit flags or adjustments before accepting them or converting a flag into an adjustment.

If selecting multiple items, you must select all flags or all adjustments. Mixing both will result in an error.

Editing Flags

  1. Click the edit icon . Or, to edit multiple flags, place a check mark next to them. Click the Edit Adjustments button .

    The Edit Adjustment window displays.

  2. Edit the fields as necessary.
  3. Click Save. 

Editing an Adjustment from the Summary Tab

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You can edit invoice-level adjustments from the Summary tab (if adjustments exist).

  1. On the Summary tab of the Invoice Overview page.

  2. Click Edit Invoice Adjustment. The Edit Invoice Adjustments page displays.

  3. Click the pencil icon next to the adjustment.

  4. Edit the adjustment by dollar amount or percentage.

  5. Edit the description if necessary.
  6. Click Save.
  7. Repeat these steps for as necessary.
  8. Click Save. 

The Summary tab displays with the updated information.

Removing an Invoice Adjustment from the Summary Tab

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You can delete invoice-level adjustments if necessary.

  1. Click the Summary tab on the Invoice Overview page.

  2. Click Delete Invoice Adjustment. The Delete Invoice Adjustments page displays.

  1. Place a check mark next to the adjustment(s).
  2. Click Save. 

The Summary tab displays with the updated information.

Viewing Charge History

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The Charge History feature allows you to review prior actions taken on a charge, including rule changes and adjustments.

  1. Click the Charges tab on the Invoice Overview page. 

  2. Click the book icon next to the charge number.

    The Charge History window displays.

  3. By default, changes are displayed oldest to newest. Click the arrow next to the Date/Time column to display newest to oldest.

    Column Description
    Date/Time The date and time that the change was made.
    Current Rule The rule at the time change was made. If a rule is changed, this column will be updated to the new rule.
    Action The edit that was made (e.g. Adjustment added, Flag edited)
    Amount The amount that changed on a charge. Amounts listed in parentheses are those that have been subtracted.
    User User name who performed the change, or System if the change was performed during validation.
    Description A description of the change. If a rule was changed, the original rule displays along with the new one here.