Sample Invoice Requirements:
- The invoice number cannot exceed 10 characters. Invoice numbers exceeding 10 characters will cause the file to fail.
- The invoice number cannot contain any spaces, special characters such as hyphens, ampersands, etc. (/, -, ;, &, #). The invoice number must be alphanumeric (containing letters, numbers or both).
- Each fee line item must have a UTBMS task code assigned. The UTBMS codes sets allowed are: Litigation, Counseling and Projects.
- Each expense line item must have a UTBMS expense code assigned.
- All line items must have a LINE_ITEM_DESCRIPTION provided.
- The BILLING_ START_DATE must be provided. This should be the first day of the billing period.
- The BILLING_END_DATE must be provided. This should be the last day of the billing period.
- The LINE_ITEM_DATE should fall between the BILLING_ START_DATE and the BILLING_END_DATE.
- The INVOICE_DATE should not be older than 90 days from the date of invoice submission.
- The INVOICE_DATE cannot be greater than the date of submission.
- All fee items must have a TIMEKEEPER_ID provided.
Sample Rate Requests Requirements (only if Rate Collaboration is enabled):
Rates must be submitted using the Rate Request in Collaborati after the timekeepers are authorized in by <CLIENT NAME>. Rates are entered separately for each timekeeper.
Select Timekeeper Rate
Type: Timekeeper Rate
Start and End Dates are Required.
The Note should specify the Classification of the timekeeper (Partner, Associate, Legal Assistant).
Sample Solutions to common invoice rejection reasons:
This invoice was rejected for Multi-matter invoices are not accepted.
- Multimatter invoices are not accepted. The invoice must only list one matter on each of the line items.
Invoice cannot be accepted as past due.
- Invoices cannot be accepted with an invoice date of older than 90 days from the date of invoice submission.
This invoice was rejected for Line item is missing Timekeeper information
- 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.
Firm has exhausted the approved budget. Please resubmit after receiving approval for updated budget.
- Please revise your matter budget using the budget request form in Collaborati.