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Mitratech Success Center

Most Common Collaborati Rejection Comments

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 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 office currency.

Solution: Contact your client if you need to change the office 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 office.

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: 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.  Submit the invoice with corrections as a Standard Invoice (instead of submitting as an Appeal).

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: 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. 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.

General Rejections: Rate issues

If there is a discrepancy with the rate your client has in their system and the rate you have in your invoice, this can cause the invoice to be rejected.  However, this can occur several different ways.

Clients often use audit rules in their system to validate the rates. Often these audit rules are custom made so the rejection messages can be worded in different ways:

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

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

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

Possible Solutions:

Check the rates and compare with invoice details. First determine how your client requires your firm to submit rates: Does the client use Rate Requests in Collaborati or a different method?  Have the rates been submitted and approved?

1) If rates have not been approved, then submit rates and wait for them to be approved.  

2) If rates have been approved and if the client uses the Rate Sharing features, then check the rates and compare with the invoice.  Below are sample questions to compare rates with the invoice details:

  • Does the line item date fall outside the rate's Start and End dates for that Timekeeper?
  • Were the rates approved after the invoice was rejected?
  • Is the approved rate higher than the rate on the line item for that Timekeeper?
  • Is there a matter specific rate for that Timekeeper and if so, is the matter on the line item different? (May need to check default rates also.)
  • Was the Timekeeper ID updated recently and not updated in your client's system? (rare issue)
  • Check the Invoice Currency.  Is the approved Timekeeper rate in a different currency? Or is the rate above the allowed amount using the client's currency exchange rate?
  • Do the approved rates differ from the client's requirements, for example, if the client uses Invoice Task Rates? Check your client's billing guidelines or contact the client if you have any questions.

If the answer to any of the questions above is "yes", then take appropriate action to submit rate corrections or invoice corrections.

If the answer to the above questions is "no", or if your client does not use Rate Sharing, then contact your client to find out more information regarding the validation used in their system and include the PDF of your rejected invoice showing the rejection comments.

Click here for instructions on checking your rates (for clients that use Rate Sharing feature).
Click here if you need to create a new Timekeeper Rate Request (for clients that use Rate Collaboration feature).

Rejection Reason: The submitted rate for Line Items ({0}) is above the approved Timekeeper Home Office Rate. Please make the appropriate changes before resubmitting the invoice

Solution: Review the Timekeeper Home Office Rate and compare it with the rate on the line items.

Rejection Reason: Home Office is Required for Timekeeper on Line items ({0}). Please make the appropriate changes before resubmitting the invoice

Solution: The Timekeeper Home Office is required by your client.

Rejection Reason: Timekeeper does not have an approved Home Office rate for the line item/s ({0}). Please make the appropriate changes before resubmitting the invoice

Solution: The Timekeeper on the line items listed does not have an approved Home Office rate.

Rejection Reason: Missing currency exchange rates for invoice line item dates ({0}). Please make the appropriate changes before resubmitting the invoice

Solution: Contact your client to ensure that the currency exchange rates are correct for the dates on the line items listed.

Rejection Reason: Fee charges on line item/s ({0}) exceed the threshold of the authorized Home Office Rate. Please make the appropriate changes before resubmitting the invoice

Solution: The rates on the line items listed are higher than the authorized (approved) Home Office rate.

Rejection Reason: Firm Missing “Fiscal Year Start Date”. Please ensure the Fiscal Year start date is populated on the Firm Profile.

Solution: Check the Fiscal Year start date on the Firm Profile page and ensure that it is correct.

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