This article covers the following:
See this topic for all information on how to submit an invoice in LexisNexis® CounselLink®.
Understanding the Invoice Workflow Process
Before a client reviews a submitted invoice, it must first pass through an automated validation process.
Imported invoices go through two automated reviews.
Invoices created within CounselLink go through one review.
General workflow:
Your firm submits an invoice to the client through CounselLink.
CounselLink validates the invoice for required information and checks it against the client’s billing guidelines.
The client reviews the validated invoice and either approves it for payment or rejects it for resubmission.
Once approved, payment is processed outside of CounselLink.
Automated Reviews Explained:
The first review for imported invoices—called the validation review—checks for correct formatting and numerical accuracy.
After that, both imported invoices and invoices created within CounselLink undergo a billing guideline review, which ensures that all charges comply with the client’s billing policies.
If an invoice successfully passes all reviews, it proceeds to the client review stage.
Validation Review
Only imported invoices go through this review. The validation confirms that:
- the imported file is in an acceptable format
- The data is in the correct format (e.g. dates must be in mmddyyyy format)
- The totals are correct
- The required information is included
- Invoices mailed or emailed to CounselLink offices are scanned. If they contain invalid data, the invoice is returned to the law firm biller with a customized message regarding the error(s). Invoices with valid data are then activated and proceed to the billing guideline review.
Once this review is successfully completed, it moves to the Billing Guideline Review.
Billing Guideline Review
CounselLink reads, categorizes, and reviews text description of each charge using exclusive SmartReview® technology. As part of the configuration process, each client decides how to handle charges that do not meet billing guidelines.
Invoices for clients that do not have corporate protocols will bypass the second review
Charges that do not meet billing guidelines may be:
- Flagged for further review by client staff
- Adjusted to meet the billing guidelines
- Adjusted to meet billing guidelines and charges are adjusted or flagged without client review
- Rejected and sent back to law firm
You will be emailed an invoice(s) status once this review is complete. The client is notified by email that invoices are ready for their review.
Invoicing a Client
You have several options to submit invoices. Every law firm can invoice, no matter how invoices are created. If you use time and billing software, CounselLink can accept several format options. Paper invoices are also accepted. See this topic for information on submitting an invoice.
Create Invoice in CounselLink: You can create charges, add descriptive notes, include billers, add taxes and discounts, attach documents, and more.
- Import Invoice into CounselLink: Using your current billing system, create a LEDES 98B, 98BI, 2000, or Examen SDF file type. These invoice types can be uploaded directly into CounselLink. If errors are found once the file is imported, the invoice can be modified.
- Email Invoices to CounselLink: Create invoices as your law firm has always created them, but instead of sending them to the client, email them to the office of CounselLink. You may email documents in the following formats: .pdf, .doc, .txt, or .xls.