Below are descriptions and triggers for statuses that appear on the invoice dashboard in CounselGO from the time an invoice is submitted until it is considered paid.
Invoices submitted via CounselGO move into these statuses until attachments pass the automatic virus scan (if applicable) and/or initial validation is completed in SimpleLegal per the client's rules and settings.
If one or more attached files in a non-LEDES invoice fail the virus scan, it is flagged as Invalid and the CounselGO user is notified via email with additional details to re-submit the invoice.
Any LEDES invoices that are uploaded but fail file processing are also listed as Invalid and can be accessed by going to Invoices > Draft Invoices > LEDES.
This status indicates that the initial validation in SimpleLegal is completed. If the invoice has one or more attachments, it only changes to this status if the virus scan is successful.
Clients in SimpleLegal place invoices On Hold if additional research or verification is required. The CounselGO user receives an internal notification, but it does not specify the hold reason. Once resolved, the status is automatically updated to Received.
An invoice is flagged as Rejected if manually rejected by an approver in SimpleLegal or if automatically rejected based on the client's invoice validation rules. The CounselGO user is notified of the rejection, but it is up to the client to include details in the notification. Examples of why an invoice could be rejected include missing cost files or discrepancies between amounts in the invoice and file attachment(s).
An invoice is considered Approved if sign-off is manually provided by an approver in SimpleLegal or if the invoice is automatically approved based on the client's validation rules.
Sent to AP
This status usually applies to invoices that are submitted from CounselGO to the client via a finance integration and are pending accounting confirmation.
An invoice is set to Paid once payment is confirmed either manually by a SimpleLegal admin/user or automatically by a system trigger or other integration.
NOTE: The statuses above do not apply to invoices that are saved as drafts. For additional information on how to use the invoice dashboard and access drafts, click here.