CounselLink Answer Center for Clients

Reviewing and Sorting Charges

  • Updated

This article covers the following:

Grouping and Filtering Use Cases

Below are examples of how grouping and filtering can streamline your invoice review process.

Grouping by Timekeeper

If you want to review charges by a specific timekeeper (for example, a timekeeper who has made errors on prior invoices), you can group charges by timekeeper.

  1. Click the Charges tab on your Invoice Overview page.
  2. Click the Group By drop-down list.

  3. Select Timekeeper.

The charges display to show them grouped by individual timekeeper.

Filtering by Rule

If many charges were flagged for a particular rule (for example, travel time), filter the list by that rule.

  1. Click the Charges tab on your Invoice Overview page.
  2. Click the Filter By drop-down list.

  3. Select the rule by which you'd like to filter the charges. In this example, it is Q7 - Travel Time.

  4. Click Apply.

The charges list updates to show only charges with that rule flag.

Filtering and Grouping by Timekeeper and Timekeeper Level

If you suspect a large number of charges were billed at a particular level (for example, Partner), filter by timekeeper level and group by timekeeper.

  1. Click the Charges tab on the Invoice Overview page.
  2. Click the Group By drop-down list.
  3. Select Timekeeper.
  4. Click the Filter By drop-down list.
  5. Select Partner under the Timekeeper Levels section.
  6. Click Apply.

The charges update and are grouped by timekeepers that have billed at a Partner rate only.

Grouping and Filtering Charges

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Invoices may contain many charge lines. Reviewing by scrolling from top to bottom is rarely efficient—grouping and filtering helps you isolate the items that need attention.

Grouping Charges

The Group By drop-down list lets you group charges into categories such as:

  • None – Default view; clears grouping

  • Charge Date – Groups by the date charges were entered

  • Code – Groups by charge code (if present)

  • Modification Type – Groups by adjustment/flag activity (for example, Adjustment Edited, Flag Added)

  • Modified By – Groups by the user who last modified the charge (includes System for validation)

  • Stage – Groups by charge stage

  • Timekeeper – Groups by timekeeper

  • Timekeeper by Date – Groups by timekeeper and charge date

  • Fee Structure – Groups by fee structure

  • Law Firm Office – Groups by the law firm office that submitted the charge

  • Timekeeper Level – Groups by timekeeper level (for example, Associate, Partner)

  • Matter Title – Groups by the matter the charges are billed against

Filtering Charges

The Filter By drop-down list filters invoice charges based on selected criteria. You can select multiple filters and click Apply.

Filter Description
Charge Type Filter by Fees or Expenses.
Stage Names Filter by a specific stage name present on the invoice.
Charge Issues Filter by rule violations, or show only Adjusted, Flagged, or Bookmarked charges (as available).
Timekeeper Levels Filter by timekeeper level (for example, Partner).

Searching the Charges List

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You can use the search fields at the top of the charges list to find charges by specific criteria. You can apply a single criterion or combine multiple criteria.

Using the Search and Sort Fields

The search and sort fields are located at the top of the charges list.

Field Description
1. Field Select the charge attribute to search (for example, Charge Date, Charge Description, Timekeeper).
2. Conditional

Determines how the search term is applied:

  • Contains: Include any charges that contain your specific search term.
  • Equals: Include only charges that contain an exact match for your search term.
  • Does Not Contain: Do not include any charges that contain your search term.
3. Search Term Enter the value to search for (for example, a timekeeper name or a keyword in the charge description).

Applying Multiple Criteria

  1. Click the criteria link next to the search term field.

    The Search Criteria window displays.

  2. Click +Add another criteria. 
  3. Fill out the fields as necessary.
  4. Click Search. 

Sorting Charges

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In addition to grouping and filtering, you can sort charges in several ways.

Be sure to review all charges before applying any workflow actions to the invoice.

Using Display Options

The Display Options drop-down list provides quick controls to show or hide information.

Select one or more options and click Save to apply the conditions.

Option Description
Adjustments Show/hide charges with adjustments.
Charge Flags Show/hide charges with flags.
Charge Notes Show/hide charges with notes.
Adjustment Descriptions Show/hide charges with adjustment descriptions.
Collapse/Expand Groups Select one of these options to quickly expand or collapse all grouped charges.
Collapse/Expand Appeal Notes Select one of these options to quickly expand or collapse all appeal notes.

Using Column Sorting

Click any column header to sort the list by that column (for example, click Level to group Partner charges together). Click again to reverse the sort order.

Bookmarking Charges

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If you need to return to a charge later, bookmark it for follow-up review. Bookmarks are especially helpful for long invoices or multi-session review.

You can bookmark up to 500 invoice lines.

  1. Click the bookmark icon next to the charge line. The icon will turn red.

  2. Repeat for other charge lines as necessary.
  3. Click the Filter By drop-down list at the top of the charges.

  4. Select Bookmarked under the Charge Issues section.

    This option only appears if at least one charge line has been bookmarked.

  5. Click Apply. 

Using Documents on a Charge Line

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Law firms may attach documents to individual charge lines (for example, receipts or supporting detail). Be sure to review attachments as part of charge evaluation.

If your organization created the invoice, you can also upload documents to one or more charge lines (for example, to support an adjustment you want the law firm to reference).

Viewing Attached Documents

  1. Open the Charges tab of the Invoice Overview page.

  2. Locate documents on a charge line by the paper clip icon next to the Date column.

  3. Click the paper clip icon. The Charge Documents window displays with a list of documents and information.

  4. Click a title in the Name column to download it. 

You can also access related documents from the Documents tab.

Adding a Document to an Individual Charge

This option is only available if a user at your organization created the invoice. If a law firm created the invoice, this option will not display.

  1. Open the Charges tab of the Invoice Overview page.
  2. Select the charge line(s).

  3. Click +Add Document.

    The Add Attachments window displays.

  4. Upload your document(s) by one of the following methods:

    1. Enter a document link (URL) under Upload Documents (include http:// or https://).

    2. Drag and drop a file into the Drag and Drop area.

    3. Click Choose a file to browse and select a document.

  5. Enter a name in the Name field if necessary. A name will auto-populate once you select your document.
  6. Click Upload Document(s). 

Documents are added to the charge line and also appear in the Documents tab under the Charge Root Folder.

Viewing a Fee Offer on an Invoice Charge

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If needed, you can view the fee offer associated with a charge line.

  1. Hover over the three-dot (More Options) icon next to the charge date.

  2. Click View Fee Offer. The Fee Offer displays in a new window.

Charge Notes

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Adding notes to charges is a best practice—especially when making adjustments. Notes help communicate context to future reviewers and, if shared, to the law firm.

A yellow post-it note icon appears on a charge line when a note exists. The text next to the icon shows the most recent note. If multiple notes exist, click the icon to view them all.

Adding Notes to a Charge

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You may want to add a note to document the reason for a change or to request follow-up.

You must be the invoice owner to add a note to a charge.

  1. Select the charge line(s).

  2. Click the More Actions drop-down list.

  3. Select Add Charge Note. The Charge Notes window displays.

    If any previous notes were added, they will appear in this window.

  4. Enter the note in the Note Text field.

  5. Choose one:

    • Internal Only – Visible only within your organization

    • Share with Law Firm – Visible to the law firm

  6. Click Save.

The note is added to the charge(s) you've selected.

Adding to an Existing Note

  1. Click the post-it note icon. The Charge Notes window displays.
  2. Enter text into the Note Text field.
  3. Click Save.

The new note is added to your note and appears next to the charge's note icon on the charges list.

Editing or Deleting Charge Notes

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You must be the invoice owner to add a note to edit or delete charge notes.

Editing a Charge Note

  1. Click the post-it note icon on the charge line. The Charge Notes window displays.

  2. Click the pencil icon next to the note.
  3. Edit the note text.

  4. Update the visibility setting if needed (Internal Only or Share with Law Firm).

  5. Click Save.

Deleting a Charge Note

  1. Click the post-it note icon on the charge line. The Charge Notes window displays.

  2. Click the trash can icon next to the note.
  3. Click Yes, Delete.