As an invoice works its way from CounselGO through SimpleLegal, it may receive a number of values, which we call "states". Some are visible to CounselGO and some are internal. Here are descriptions of the states visible to CounselGO.
After an invoice is submitted through CounselGO, that invoice will be listed as Submitted in CounselGO. Normally, this Submitted state is short lived before it turns to Received.
After an invoice is submitted through CounselGO, and SimpleLegal has performed invoice validation, it's in the Received state.
If an invoice was placed On Hold by your client, that invoice will be listed as Status On Hold in CounselGO. Invoices that require some research outside SimpleLegal can be set to On Hold. Some reasons why a client may place the invoice On Hold:
- They need more information from you
- They need more information internally
- They need to consult the lead attorney
When an invoice is placed On Hold, an internal note will be provided. There will be no reason displayed in CounselGO as to why the invoice was placed On Hold.
When an On Hold invoice goes off hold, the invoice we go back to Status Received in CounselGO.
If an invoice is Rejected by your client, that invoice will be listed as Rejected in CounselGO. A rejected invoice has been rejected either manually by an approver or by the client's invoice validation rules. Some reasons why a client may reject an invoice:
- The PDF invoice/cost file is missing.
- The amounts do not match the PDF file.
- The amount submitted is zero.
There will be no reason displayed in CounselGO as to why the invoice was Rejected. However, when an invoice is Rejected, SimpleLegal encourages the client to send a Reject email to the person who submitted the invoice with a reason.
Users approve invoices or the client's invoice validation rules auto-approves them. When a submitted invoice is signed off by the approver that invoice will be listed as Status Approved.
Sent to AP
When a submitted invoice was sent to finance for payment (often this is for customers with a finance integration), that invoice will be listed as Status Sent To AP. The Sent to AP status identifies this invoice as pending accounting’s confirmation of one of the payment states.
When the payment for the invoice has been sent or is to be considered paid (this can be part of a finance integration or done manually), that invoice will be listed as Status Paid.
A SimpleLegal admin or finance user can mark a record as paid. Also, it may be marked Paid by an integration action.
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