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, the invoice 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.
This status means the invoice was rejected by the client in SimpleLegal. Examples of why an invoice could be rejected include invalid hourly rates or discrepancies between amounts in the invoice and file attachments.
It is up to the client to trigger the email notification for a rejected invoice and provide enough details about why the invoice was rejected. If the reviewer included a specific rejection reason or additional comments, you can view the information by opening the rejected invoice's details page in CounselGO. For additional information about reviewing rejected invoices, click here.
It is the responsibility of the submitter in CounselGO to correct the invoice and submit it as a new invoice to the client for review and approval. If there is insufficient information available to correct the invoice, please reach out to the reviewer or your client's primary point of contact for clarification.
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.