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Collaborati 5.3 Release Notes

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Release Summary

Collaborati 5.3 release delivers significant enhancements to international invoicing, currency handling, tax validation, and invoice processing performance further strengthening cross-border billing capabilities and improving user efficiency. This release also focuses on accuracy, transparency, and compliance in invoice uploads and reviews.

Enhancements / Improvements

Enhancement: New “US or International Invoice” Field for PDF Invoice Uploads.
Description: Added a new drop-down field labeled “US or International Invoice” to the PDF Invoice Upload page, located just below the “BillInvoice From” field. This field allows users to specify whether the invoice is US-based or International, with “US” selected by default. Selecting the appropriate option triggers the relevant prompt either the standard US prompt or the new International invoice prompt streamlining the invoice upload process and ensuring the correct tax type is captured.
For more Information, refer to link
Tracking Code: COLL-29013

Enhancement: Improved Currency Mapping for International PDF Invoices.
Description: Enhanced the PDF invoice upload process to better handle currency selection for both US and International invoices. When “US Invoice” is selected, the currency defaults to USD regardless of the value in the file. When “International Invoice” is selected, Collaborati now maps the currency from the uploaded file (using the 3-character currency code in the JSON) to the appropriate Collaborati currency. If the currency code is not recognized, users receive a clear file error: “Invoice currency not found.” This update ensures accurate currency handling and reduces errors for international invoice submissions.
Tracking Code: COLL-29014

Enhancement: Currency Filter and Currency column added to PDF Invoice Upload Page.
Description: Added a new “Currency” drop-down filter to the PDF Invoice Upload page, allowing users to filter invoices by currency. The filter includes all available currency names (matching those in Office settings and manual invoice creation), with a default value of “Any.” Additionally, a new “Currency” column has been added to the upload results table, displaying the currency code for each invoice and supporting sorting. The filter and sorting selections persist across sessions, and the currency column remains blank for invoices in error or processing status. This update makes it easier to manage and review invoices by currency.  
For more Information, refer to link
Tracking Code: COLL-29016

Enhancement: Capture and Validate PDF Invoice Tax Totals for Non-US Taxes.
Description: Introduced new fields on PDF invoices to capture the reported tax totals (both fee tax total and expense tax total) directly from the uploaded file’s JSON data. These “OCR Reported Tax Total” fields allow Collaborati to validate and compare the reported tax totals against the actual calculated tax totals on the invoice. This enhancement enables more precise tax validation helping users quickly identify mismatches between reported and calculated tax amounts, especially for non-US taxes. If the reported tax total is provided as a flat amount, Collaborati calculates the total amount after discounts and uses that value for validation.
For more Information, refer to link
Tracking Code: COLL-29019

Enhancement: Bulk Edit Now Available for Manual Invoice Line Items.
Description: The Bulk Edit feature, previously only available for invoices created from PDF uploads, is now extended to manual invoices. Users can now quickly update multiple line items at once including Timekeeper, Fee Code, Expense Code, Date, Hours/Units, Rate/Price, and Description when creating or editing manual invoices. The Bulk Edit option is accessible on the step-2 page for new and ready-to-submit manual invoices. Sorting, filtering, exports, and pagination are all supported, and error handling is improved for invalid date entries. Note: Bulk Edit remains unavailable for invoices created from LEDES files.
For more Information, refer to link
Tracking Code: COLL-29466

Enhancement: Updated Instructions and Resources on PDF Invoice Upload Page.
Description: The PDF Invoice Upload page has been refreshed with clearer instructions and new resources to help users submit invoices successfully. The updated directions now highlight key requirements such as only supporting English-language, single-invoice PDFs, and the need to select the correct invoice locale and date format. Users can now download sample templates for both US and International invoices, with links labeled “Save as File Type - US PDF” and “Save as File Type - International PDF.” Additionally, a new “Set Default Values for Client” link beside the Client dropdown takes users directly to the relevant section in Client Settings for easier configuration of default values for PDF invoices.
Tracking Code: COLL-29440

Enhancement: Default Line Item Dates to Invoice Date.
Description: The PDF invoice upload process has been improved to ensure data completeness and consistency. When a line item date is missing, the system now automatically assigns the invoice date as the default. An extraction note is displayed to users, clearly identifying which line items were updated and explaining the reason for the change, promoting transparency and accurate data handling
Tracking Code: COLL-29441

Enhancement: Toggle Timekeeper Name and ID Display on Line Items for Manual and PDF Invoices.
Description: Added a new “Display Timekeeper Names” checkbox to the line item entry screen for manual and PDF invoices. By default, this option is unchecked, showing only the Timekeeper ID in the dropdown and line item table. When checked, both the Timekeeper’s ID and their last name, first name are displayed, making it easier to identify the correct timekeeper. An info icon provides guidance on this feature, and your selection persists for the current session across invoices. This enhancement streamlines invoice entry and reduces errors when selecting timekeepers.
Tracking Code: COLL-29018

Enhancement: Error Handling for Missing Tax Codes on Non-US PDF Invoices.
Description: Collaborati now provides improved error handling for PDF invoices with Non-US taxes when a required Tax Code is missing, unauthorized, or cannot be found. If a tax code is missing, the invoice is still created and marked as "Ready for Review (Missing Fields)" with a dynamic error banner “Required Tax Code description missing” displayed across all invoice pages. Users can save and edit these invoices, but cannot submit them until all required tax codes are populated. The error message disappears as soon as all tax codes are provided.
Additional improvements include defaulting Tax Type to “Non-US” and Tax Level to “Summary Level,” mapping up to six unique Non-US tax codes per invoice, and ensuring matter and amount fields are always captured even if the tax code is missing. This update helps users quickly identify and resolve missing tax code issues before submission.
Tracking Code: COLL-29696

Enhancement: Editable Pro Forma Tax Authority Fields for Non-USD Invoices.
Description: Enhanced the invoice workflow for clients on CSM 8 or above with non-USD currencies. Now, when creating or editing invoices via PDF upload, LEDES upload, or manual entry, users will see an action link on the Preview & Submit page to edit Pro Forma Tax Authority fields. This makes it easy to update tax authority information before submission, ensuring compliance for international invoicing. The edit option is available for invoices in "Ready to Submit" and "Pending File Submission" statuses, and changes are reflected immediately. This update brings consistency across invoice types and improves user control over tax authority dat
Tracking Code: COLL-29640

Enhancement: Warning for Mismatched Invoice Tax Totals on International PDF Invoices.
Description: For PDF invoices marked as “International,” Collaborati now validates the OCR-reported tax total (from the uploaded file) against the actual calculated tax total on the invoice. If these amounts don’t match, a dynamic error banner appears on the “Preview & Submit” page:
“The reported invoice tax total from the uploaded file of (amount from JSON) does not match the actual tax total on the invoice of (amount on the created invoice record). Please validate before submitting the invoice to the client.”
This warning updates in real time as users adjust tax totals, and both this and any existing invoice total mismatch warnings will display together if needed. Users can still submit the invoice with this warning, but are encouraged to review and resolve discrepancies before submission.
Tracking Code: COLL-29020

Enhancement: Mapping and Calculation for Summary-Level Non-US Taxes on International PDF Invoices.
Description: Collaborati now supports mapping and calculation of summary-level Non-US taxes (Fee or Expense) for PDF invoices marked as “International.” When tax rates are provided as percentages, Collaborati automatically calculates and populates the tax amount. The system ensures that the matter field for summary-level taxes defaults to the matter selected during upload and enforces error handling if users attempt to change the tax level or type in ways that conflict with existing summary-level Non-US taxes. This enhancement streamlines the handling of international tax codes and amounts, making invoice processing more accurate and user-friendly.
Tracking Code: COLL-29017

Enhancement: Warning for Mismatched Invoice Tax Totals on International PDF Invoices.
Description: For PDF invoices marked as “International,” Collaborati now validates the OCR-reported tax total (from the uploaded file) against the actual calculated tax total on the invoice. If these amounts don’t match, a dynamic error banner appears on the “Preview & Submit” page:
“The reported invoice tax total from the uploaded file of (amount from JSON) does not match the actual tax total on the invoice of (amount on the created invoice record). Please validate before submitting the invoice to the client.”
This warning updates in real time as users adjust tax totals, and both this and any existing invoice total mismatch warnings will display together if needed. Users can still submit the invoice with this warning, but are encouraged to review and resolve discrepancies before submission.
Tracking Code: COLL-29020

Enhancement: Enhanced the PDF Invoice Reviewer functionality to allow marking file errors and editing extracted data without the Issues field enabled.
Description: Enhanced the PDF Invoice Review process by allowing M-Support PDF Invoice reviewers to edit the “Details of data extraction issues” field even when the “Were there issues with the data extracted from the PDF invoice?” field is FALSE. Additionally, reviewers can now manually mark invoices as “File Error” with a new action button, select a specific error reason from a dropdown, and trigger appropriate error messages and notifications. This streamlines error handling and improves flexibility for invoice review workflows.
Tracking Code: COLL-29697

Enhancement: Implement a new API or update the endpoint URL for the IDP to submit PDFs containing either U.S. or international invoices.
Description: Refactored Collaborati to integrate with the Platform AI's IDP service using AWS Cognito authentication, replacing static tokens with dynamic token generation. The new multi-step API workflow now supports submitting both US and International invoices, robustly handles authentication and token expiry, and processes results asynchronously. This update ensures secure, scalable, and reliable document processing for PDF invoices.
Tracking Code: COLL-29015

Fixed Issues

Issue: Error displayed on Upload PDF Invoices page when matter names contain unusual characters.
Tracking Code: COLL-28972

Issue: Client office connection status unexpectedly changed from Active to Pending Office Setup.
Tracking Code: COLL-29080

Issue: Invalid data in the “Licensed to Practice Law In” timekeeper field causes failure in CSM synchronization.
Tracking Code: COLL-29745

Issue: During the CSM synchronization process, the Rate Request Synchronization step fails due to errors returned from Collaborati.
Tracking Code: COLL-27245

Issue: In Collaborati, when creating an invoice, if there are too many unique projects included, the process gets time out and fails which causes the CSM synchronization to stop working.
Tracking Code: COLL-30238

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