Track an Invoice
- From anywhere in the Collaborati application, select the Invoices tab. The Track Invoices screen opens.
- You can search by one or more of the following fields in the Search Filters table:
- Billed To - Select the client's name for the invoice for which you are searching, if known.
- Invoice Number - Enter the number of the invoice for which you are searching, if known.
- Invoice Type - Select Standard, Credit Note, or Accrual to restrict the search to just one invoice type, if desired.
- Invoice Status - Select the client's status on the invoice for which you are searching, if known.
- Matter Name - Enter the matter name associated with the invoice for which you are searching, if known. Invoices with at least one line item are returned in the results.
- Matter Number - Enter the matter number associated with the invoice for which you are searching, if known. Invoices with at least one line item are returned in the results.
- Internal Matter Name - Enter the internal matter name associated with the invoice for which you are searching, if known. Invoices with at least one line item are returned in the results.
- Internal Matter Number - Enter the internal matter number associated with the invoice for which you are searching, if known. Invoices with at least one line item are returned in the results.
- Submitted By - Enter the name of the user who submitted the invoice for which you are searching, if known.
- Created By - Enter the name of the user who created the invoice for which you are searching, if known.
- Claim Number - Enter the claim number associated with the invoice for which you are searching, if known. Invoices with at least one line item are returned in the results.
- Invoice Period - Select a range of dates for the invoice period for the invoice you want to find, if known.
- Date Submitted - Select a range of dates that include the submission date of the invoice(s) you want to find. Enter only a date in the first field if you want to search for invoices submitted on or after a date, and enter only a date in the second field if you want to search invoices submitted on or before a date.
A list of invoices that match your search criteria is generated in the Invoice table immediately following your inputted data.
3. Click the Invoice number link of the invoice you are searching for to preview the invoice.
The Track Invoices table displays these columns
- Invoice Number
- Submitted By
- Created By
- Invoice Type
- Attachments
- Date Submitted
- Billed To
- Billed From
- Approved Total
- Invoice Total
- Total Adjustment
- Date of Status Change
- Matter Name
- Matter Number
- Internal Matter Name
- Internal Matter Number
- Claim Number
- Invoice Status
- Actions: Enables the user to submit, copy, appeal, or delete the record.
Invoice Status Summary
|
Invoice Status |
Description |
|---|---|
|
Pending File Submission |
The invoice is waiting to be submitted. Click Return to File Preview, then Submit Invoices. |
|
Ready to Submit |
This Invoice Status only applies to invoices created in Collaborati. Clicking on the Submit button will submit the invoice to the client. |
|
Waiting for Client to Accept |
This Invoice Status specifies that the invoice has been submitted, but the client's system has yet to process and create those invoices within its database. |
|
Pending Client Approval |
The invoice is in the client's system and waiting for the client to act on it. |
|
Approved |
The invoice was approved. It may or may not contain client adjustments. |
|
Rejected |
The invoice was rejected. It may or may not contain client adjustments. |
|
Error |
The invoice includes at least one error. See Troubleshooting Uploaded Invoices to fix the file with errors. |
|
Paid |
(Only available if the client shares invoice payment status) You can click on the Invoice Number to view one or more of the following: Amount Paid, Date (of invoice payment), Check (Check number), or PO Number.* |
*Note: If one or more of these fields (Amount Paid, Date, Check, or PO Number) are updated in the client's system, then the Invoice's status in Collaborati will change to "Paid". These will additional fields will not appear on the invoice unless it has the the status of "Paid".
More information about checking the status of your invoice here.