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Mitratech Success Center

Collaborati: Common invoice rejections

These are some common rejection messages that might be received via email or in the comments of the rejected invoice, after you submit an invoice to your client. Please see below for the most common rejections and how to solve them. 

Rejection comments More information Solution
Rejection Reason: Multi-matter invoices are not accepted. Your client has enabled a rule: Do Not Allow Multi-Matter Invoices 

Solution: Check your invoice and do not use more than one matter on the line item entries.

Rejection Reason: Invoice cannot be accepted as past due. Your client has enabled a rule: Invoice is Too Old

Solution: Review your client’s billing guidelines to find out if there is a time limit on how many days you can submit an invoice.  You may need to check with your client.

Rejection Reason: Invoice currency <SUBMITTED CURRENCY CODE> does not match our records for your company: <VENDOR CURRENCY CODE>. Please contact your client's billing coordinator.

Your client has enabled a rule: Invoice currency doesn't match vendor currency

Solution: Contact your client if you need to change the vendor currency or resubmit your invoice with the currency that is specified by your client’s system.

Rejection Reason: This invoice was rejected for Line item is missing Timekeeper information

When you create your line items, your line item does not include the timekeeper information.  Your client has a rule that requires you to specify the timekeeper on the Fee line items.
 

Solution: This rejection is caused when you choose the Item Type: Total Fees. When you create your line items, use the Item Type: Fee or Exp.

Rejection Reason: There are more than 1 invoices with the same number string for the same vendor.

This indicates that there is an invoice from your firm in your client’s system with the same invoice number, invoice date year and that you client does not allow duplicate invoice numbers.

Solution: Please contact your client to find out if your invoice has already been approved or if you should submit the invoice with a slightly different invoice number.

Rejection Reason: Timekeeper Position and Grade not found.  

Rejection Reason: This invoice was rejected for Rate Details for Timekeeper position and grade not found.

Your client needs additional details about your Timekeepers.

Solution: You may find more information by clicking on  "Clients" in the top menu bar, then clicking on your client's name in Collaborati, and reviewing the "Documents" shared by your client.   Review your client's Timekeeper creation instructions.  If you have already these instructions, you may need to review your client's eBilling inquiries and Help instructions.

Rejection Reason: Rate issues.

There is a discrepancy with the rate your client has in their system vs. the rate you have in your invoice.

These messages can be worded in different ways:

1. "The following Line items exceed the maximum specified rates."

2. "Line item rate is greater than agreed to rate for line Item.”

3. "Line Item [1] rate ???.00 for Timekeeper ___ is greater than approved rate of 0.00" 

Solution: First check with your client to see if  they require firms to submit rates within Collaborati.  If they do not, then you will need to work with them to resolve the issue.

If the client uses Collaborati's rate sharing features and you have submitted rates for the Timekeepers in the invoice, then you should check that the rates exist and that they haven't expired:

Click here for instructions on checking your rates.

or

Click here if you need to create a new Timekeeper rate request.

Rejection Reason: This invoice was rejected for Original invoice is deleted from TeamConnect before appealed invoice is synced to CSM.  This rejection could occur if your Original Invoice containing multiple matters was rejected from the client side and then that invoice is appealed from Collaborati. Solution: Check your original invoice for comments and do not use more than one matter on the line item entries.
Rejection Reason: Invoice rejected for 3 Unapproved Rate Codes: L120, L120, L120 (or similar) Clients using Lawtrac will store "rate codes" in their system.  This rejection means that your rates are not approved.  It could mean that your rates are not approved for the line item date.  (To determine if your client uses Lawtrac, login to Collaborati, click on "Clients" in the top menu bar, click on your client's name, check the "Client Type" on the right side of the page to see if it shows "Lawtrac".) Solution: 
  1. Have you submitted the Rates through the Rate Request feature?  You will need to submit timekeeper rates (which will be applied to all approved rate codes) by Fiscal Year.
  2. If you have already submitted the rates (by fiscal year, such as FY18), please carefully review the invoice and check the line item dates. If the dates are for a different fiscal year (such as FY17), then it could be that you must submit rates again, but for a different fiscal year.
Note that if your invoice billing period spans more than one fiscal year, the comment may include reference to unapproved rate codes for only one fiscal year.  In that case, you will need to submit rates for the other fiscal year
Rejection Reason: Expense line items must use timekeeper expense line item(s)

Clients using Lawtrac require an "expense timekeeper" to be used on expense lines.  The "expense timekeeper" should have an approved rate to cover the expenses.  For more information, see the Setup Guide for firms with Lawtrac clients here.

(To determine if your client uses Lawtrac, login to Collaborati, click on "Clients" in the top menu bar, click on your client's name, check the "Client Type" on the right side of the page to see if it shows "Lawtrac".)

Solution: Create a new timekeeper, with the name, "Expense Timekeeper" (and TK ID “ET”) and have that authorized by your client.  Most firms have an Expense Timekeeper with a high rate to cover most expenses.