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Overview of Upload PDF Invoices

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This guide explains step by step instructions on how to upload PDF invoices in Collaborati and provides an overview of the process and requirements. At this time, only US taxes are allowed (no Non-US Tax Codes are allowed).

Note: Before accessing the Upload PDF invoice, ensure that the PDF Invoice Upload Client settings are enabled at both the Client and Firm Office levels. These settings can be enabled by M-Admins users. Without this setup, the Upload PDF Invoices tab will not be accessible.

  1. To access the Upload PDF Invoices screen, navigate to the Invoices menu on the Collaborati homepage and click on the Upload PDF Invoices tab. Alternatively, you can access this tab via the Quick Links section.

Collaborati Home page

 

  1. For the first-time users, a popup displaying the Collaborati AI Terms & Conditions will appear. Only Firm Admins can agree to these terms, and their acceptance grants all other users in the firm access to this feature.

AI Terms and Conditions agreement

  1. When the Upload PDF Invoices tab is accessed, the corresponding screen provides an overview of the PDF Invoice Workflow and lists the possible statuses a PDF invoice can go through before final submission. For more information about the Status of PDF Invoice.

Status section

  1. Below the Status section on the Upload PDF Invoices screen, locate the fields required to upload a PDF invoice. Fill in all necessary information in the fields provided as per the instructions and requirements provided and users can download the sample invoice template to upload on the screen.

    Note: Carefully review the instructions provided in the Upload PDF Instructions and Requirements section before proceeding to Upload PDF Invoice.

Instructions

Fields.png

Name of the Field Description
Client Select the client associated with the invoice.
Invoice type Choose the type of invoice to upload.
Bill Invoice From Select the Office name associated with the invoice.
US or International Invoice Choose the appropriate invoice type from the drop-down list. By default, US is selected. Select International if the invoice applies to a non-US transaction.
Matter Select the matter related to the invoice.
Data Format

Choose the appropriate date format:

  • US Date format
  • International Date format
PDF File to Upload Upload PDF invoice file.

  1. After filling in all the required fields, click the Upload PDF button. The system will validate the file. If no errors are detected, the PDF will upload successfully, and a success message will display on the screen.

Note: Collaborati AI may take some time to process the uploaded PDF invoice. If email notifications are enabled, you will receive an email notification once the processing is complete.

Success msg for file upload

  1. After uploading, scroll down to the table at the bottom of the page to review the uploaded PDF invoice and its status.
  2. Users can filter uploaded PDF invoices by entering or selecting the required details in the Search Filters section.

Search filters.png

Name of the Field Description
File Name Select the file name associated with the invoice.
Invoice Number Enter the generated invoice number.
File Status Select the status of the invoice file from the drop-down list.
Currency Select the currency shown on the invoice from the drop-down list. The default selection is Any.
Upload Date Select the date range during which the invoice was uploaded.
  1. All uploaded invoices are displayed in a table at the bottom of the Upload PDF Invoices screen, showing their statuses for easy monitoring. If errors are identified in the uploaded PDFs, users can review and update the invoices before resubmitting them for approval.

search results.png

  1. By Clicking on the Invoice number users will be redirected to Preview and Submit screen on this screen users can compare the uploaded PDF Invoices with the Original Invoice which will be automatically attached to the invoice record before sending it to client approval if there are no errors.

Attachments.jpg

Step 5.jpg

Uploaded PDF File Error Validations

When users click the Upload File button, Collaborati will validate the uploaded PDF file and display appropriate error messages under the following conditions:

Scenario Error Message
No file selected Please select a valid file to upload.
File format is not PDF Invoice upload file contains invalid format.
Fields (Client, Bill Invoice From and Matter) is empty Missing required field for file upload.
PDF file size exceeds 20 MB (File Name) exceeds the 20 MB limit..

 

 

 

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