Reviewing Rejected Invoices with Adjustments

NOTE: This article covers how to review an invoice that has been adjusted and rejected by a client. Click here for more information on viewing an approved invoice with adjustments.

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If your client made adjustments to a rejected invoice, you can check for additional information in CounselGO to confirm what needs to be corrected before resending it to the client

Open the client record from CounselGO and go to the Rejected tab from the invoices dashboard. Any adjusted invoices are flagged with a red icon as shown below:

A comment icon is shown under the Reason column only if the reviewer provided the rejection reason(s) and/or other notes. Click on the comment icon to view the additional information (if applicable). 

NOTE: How much information is displayed depends on the reviewer. For example, if the reviewer also adjusted the total on the rejected invoice, the window may display a reason and any additional comments for the adjustment.

Click Close and then open the invoice from the list table to see the details page, including any adjustments made to individual line items (if applicable).

Invoice Details

The top section of the invoice details page displays information such as the billed and adjusted amounts, dates, and any comments or reasons entered by the reviewer (see the example image below). Review the table for more information about the fields displayed on a rejected invoice with adjustments in CounselGO.

Billed Amount	Amount billed to the client is shown in the top-right corner.
Invoice Adjustment	Amount subtracted/deducted from the invoice's total (i.e., adjustment to the Billed Amount). This is blank if the adjustments were only made to individual line items instead of the whole invoice.
Line Item Adjustment	Sum of amount(s) subtracted/deducted from individual line items. This is blank if the adjustment was only made to the invoice total instead of individual line items.
Approved Amount	Amount calculated by subtracting the Invoice Adjustment and/or Line Item Adjustment from the Billed Amount. NOTE: This amount is for reference only. You must correct the rejected invoice and submit it to the client for review/approval.
Invoice Date	Billing start and end dates entered for the invoice (MM/DD/YYYY to MM/DD/YYYY).
Currency	3-character currency code used on the submitted invoice.
Rejected On	Date the invoice was rejected by the client in MM/DD/YYYY format (if applicable).
Subject	Description entered for the submitted invoice.
Notes/Comments	Notes or comments entered by the CounselGO submitted before sending the invoice to the client (if applicable).
Attachments	Download options for any files attached to the invoice by the CounselGO submitter before sending it to the client (if applicable).
Reason	Displays any comments and rejection reasons provided by the reviewer in SimpleLegal. If the total was adjusted, this may also list the reason and other notes (if applicable). NOTE: If adjustments were made to individual line items, check the line items section for additional details.

Line Items

If adjustments were made to individual line items, the reason and description are displayed in a box under each adjusted line item, as shown in the example below:

Next Steps

Check the Reason section on the right side of the invoice’s details page for any relevant information from the client on what needs to be changed or corrected. If this field is blank or you need clarification, contact the client directly for assistance. 

You can resubmit a rejected invoice from CounselGO by linking it to the original invoice. Click on one of the options below for additional details.

• Upload the corrected/updated LEDES file and link it to the original invoice.
• Make a copy of the manual/non-LEDES invoice, link it to the original invoice, and correct/update the relevant fields and amounts (recommended if you only have make minor changes).
• Create a new manual/non-LEDES invoice, link it to the original invoice, and fill in the relevant fields and amounts (recommended if you need to start the invoice over). 

We also recommend checking with the client for any billing guidelines related to resubmitting rejected invoices before moving forward to avoid additional payment delays.

NOTE: Once you have resubmitted the rejected invoice, you can view the resubmission history and any linked invoices from the details page.