InvoiceIQ - Assistant General Counsel Dashboard

Introduction

The Assistant General Counsel InvoiceIQ starter dashboard shows how individual matters are performing against the budget overall and is ideal for the Main home page. It supports day-to-day business decisions, risk assessments, and “course corrections” based on financial data and provides visibility to the violations by the law firms as well as adjustments made on invoices to comply with norms that are being processed. It helps to make solid financial decisions and also eliminates unnecessary spending on the matter with nominal human interventions. 

It also helps to search for potential areas of savings by providing visibility on the actions performed by the firms based on the InvoiceIQ recommendations.

Invoices are submitted in the vendor’s currency.  As a result, the reporting on invoices must be normalized to the system currency in order to allow for consistent comparisons.  Therefore all of the monetary fields on the dashboards are taking the exchange rate for the invoice into account.  The exchange rate is captured on the invoice from the exchange rate table when the invoice is approved and posted.

The Assistant General Counsel dashboard provides Assistant General Counsel users with a quick overview of metrics related to total adjustments, violations and includes the following widgets: 

Total Budget vs Total Spend vs Total Adjustments displays the following information:

• Total Budget  = Budget for all matters
• Total Spend = Net Total of invoices across all matters (Total Original Amount - Total Adjusted Value = Net Total)
• Total Adjustments = Total Adjusted Amount across all matters (Total Original Amount - Total Net Total = Total Adjusted Value)
  *By default, the time period for the charts would be previous 4 quarters

The currency information in the Total Budget vs Total Spend vs Total Adjustments widget has been normalized into the system currency i.e., the values of invoices which were submitted in the currency different from system currency will be automatically converted to the system currency.

Top 5 Violations in Billing Guidelines This report shows the Top 5 Violations which can be visualized in the following formats:

• Trend Chart: Each trend line represents top 5 violations in billing guidelines within the selected practice area by percentage for the last 12 months.
• Pie Chart: Displays the top 5 violations in Billing Guidelines within the selected practice area by percentage.
• Table: Displays top 5 Violations in Billing Guidelines within the selected practice area in a detailed tabular format. The format includes details as follows:
  • Law firm = The law firm associated with the invoice
  • Matter Name = the matter associated with  the invoice
  • Invoice number = A unique number, that is systematically assigned to invoices sequentially 
  • Net Invoice Value($) = Net total of the invoice values
  • Time Period =  Corresponding Quarter of the Invoice
  • Total value of violations on invoice(%) =(Total Value of Violations on Invoice ($)/Net Invoice Value ($)) *100
  • Total value of violations on invoice($) = Total sum of line items on the invoice that have violations.
  • Invoice primary key = The primary key of the invoice in the system
  • Top 1 Violation(%) =Total Value of Line Items with ‘Top 1 Violation’ violations * 100/ Total Value of the Line items with violations 
  • Top 1 Violation($) = Percentage Value of ‘Top 1 Violation’ (%)/100) * Total Value of Violations on Invoice
  • Top 2 Violation(%) =Total Value of Line Items with Top 2 Violation * 100/ Total Value of the Line items with violations
  • Top 2 Violation($) = Percentage Value of Top 2 Violation(%)/100) * Total Value of Violations on Invoice
  • Top 3 Violation (%)=Total Value of Line Items withTop 3 Violation * 100/ Total Value of the Line items with violations
  • Top 3 Violation ($)= Percentage Value of Top 3 Violation (%)/100) * Total Value of Violations on Invoice
  • Top 4 Violation(%) =Total Value of Line Items with Top 2 Violation * 100/ Total Value of the Line items with violations
  • Top 4 Violation($) = Percentage Value of Top 2 Violation(%)/100) * Total Value of Violations on Invoice
  • Top 5 Violation (%)=Total Value of Line Items withTop 3 Violation * 100/ Total Value of the Line items with violations
  • Top 5 Violation ($)= Percentage Value of Top 3 Violation (%)/100) * Total Value of Violations on Invoice
    *By default, the time period for the charts would be previous 4 quarters
    

The currency information in the Top 5 Violations in Billing Guidelines widget has been normalized into the system currency i.e., the values of invoices which were submitted in the currency different from system currency will be automatically converted to the system currency.

Top 5 UTBMS Codes Being Misused This report shows the top 5 UTBMS codes being misused within the selected practice area which can be visualized in the following formats:

• Trend Line: Representing the Net Total of top 5 UTBMS codes that have been misused (across all line items in invoices, across all practice areas) for previous four quarters.
• Horizontal Bar Graph: Each bar represents the “Net Total” of a specific UTBMS code that has been misused (across all line items, across all invoices in all practice areas)
• Table: Displays Top 5 UTBMS codes being misused in a detailed tabular format.The format includes details as follows:
  • Invoice Number = A unique number, that is systematically assigned to invoices sequentially 
  • Net Invoice value($) = Total invoice line item value after adjustment
  • Misused codes = This is the UTBMS code that is potentially misused in the invoice
  • Percentage of misused codes(%) =Net Total value of all the line items with misused codes in the invoice * 100 / Total invoice line item value after adjustment
  • Misused codes value($) = Net Total value of all the line items with misused codes in the invoice
  • Time Period=  Corresponding Quarter of the Invoice
  • Matter Name= The matter associated with the invoice
  • Law Firm = The law firm associated with the invoice
    *By default, the time period for the charts would be previous 4 quarters
    

The currency information in theTop 5 UTBMS Codes Being Misused has been normalized into the system currency i.e., the values of invoices which were submitted in the currency different from system currency will be automatically converted to the system currency.

Top 5 Main Assignees with Most Warnings & Insights and Least Adjustments : This dashboard shows the performance of the top 5 Main Assignees who came across more warnings and Insights but did least adjustments comparatively. Hence, on all the widget headers, ‘Main Assignees’ refer to the ‘Top 5 Main Assignees with most warnings and Insights but did least adjustments’.

• Warnings & Insights Trend by Main Assignees:
  Trend Chart: Each trend line represents the  value of the Line Items with Warnings & Insights of all invoices across each quarter for the Main Assignees. 
• Adjustment Trend by Main Assignees:
  Trend Chart: Each trend line represents the Adjustments made on the invoices across each quarter for different Main Assignees. 
• Difference between Warnings & Insights and Adjustments Trend by Main Assignee:
  Trend Chart: Each trend line represents the Difference between ‘Warnings & Insights’ and ‘Adjustments’ made on the invoices across each quarter for the Main Assignees.
• Adjustments by Main Assignees:
  Vertical bar graphs representing the value of Warnings + Insights, value of  Adjustments made and the difference between Warnings + Insights and Adjustments made by the Main Assignees.
  *By default, the time period for the charts would be previous 4 quarters 
  

The currency information in the Top 5 Main Assignees with Most Warnings & Insights and Least Adjustments widget has been normalized into the system currency i.e., the values of invoices which were submitted in the currency different from system currency will be automatically converted to the system currency.

Top 5 Law Firms with Violations (Top 3): This report shows the Top 5 Practice Areas with Violations which can be visualized in the following formats:

• Trend Line: Each trend line represents the ‘Net Total’ value of all the invoices from the Law Firm for the previous 4 quarters.
• Horizontal Bar Graph: The ‘Net Total’ value of top 5 law firms with violations and top 3 violations associated with each law firm.
• Table: Displays top 5 Law Firms with Violations in a detailed tabular format. The format includes details as follows:
  • Law firm = The law firm associated with the invoice
  • Matter Name = the matter associated with the invoice
  • Spend by Law Firm for the Specific Matter($) = How much spend for the specific law firm on the matter
  • Time Period =  Corresponding Quarter of the Invoice
  • Invoice Number = A unique number, that is systematically assigned to invoices sequentially .
  • Net invoice value($)=  Total invoice line item value after adjustment
  • Total value of violations on invoice (%)= (Total Value of Violations on Invoice ($)/Net Invoice Value ($)) *100
  • Total value of violations on invoice ($)= Net Total value of the line items with Violations on the invoice
  • Invoice Primary Key= The Primary Key of the Invoice in the system
  • Top 1 Violation(%) =Total Value of Line Items with ‘Top 1 Violation’ violations * 100/ Total Value of the Line items with violations 
  • Top 1 Violation($) = Percentage Value of ‘Top 1 Violation’ (%)/100) * Total Value of Violations on Invoice 
  • Top 2 Violation(%) =Total Value of Line Items with Top 2 Violation * 100/ Total Value of the Line items with violations
  • Top 2 Violation($) = Percentage Value of Top 2 Violation(%)/100) * Total Value of Violations on Invoice 
  • Top 3 Violation (%)=Total Value of Line Items with Top 3 Violation * 100/ Total Value of the Line items with violations
  • Top 3 Violation ($)= Percentage Value of Top 3 Violation (%)/100) * Total Value of Violations on Invoice 
    *By default, the time period for the charts would be previous 4 quarters
    

The currency information in theTop 5 Law Firms with Violations (Top 3)  widget has been normalized into the system currency i.e., the values of invoices which were submitted in the currency different from system currency will be automatically converted to the system currency.

Insights vs Warnings vs Adjustments can be visualized in the following formats:

Trend Chart

• Warnings  = Total invoice line item value + Warnings = Original Amount
• Adjustments to Warnings = Total invoice line items with warnings after adjustments = Adjusted value (Original Amount - Net Total)
• No Insights or Warnings = Total invoice line items with no insights or warnings = Original Amount
• Adjustments when no insights or warnings = Total Invoice line items with no insights or warnings after adjustments Adjusted value (Original Amount - Net Total)
• Insights and Warnings with no Adjustments = Total invoice line items with insights or warnings - (adjusted value of insights + warnings) 

Bar Graph

• Insights = Total gross value of line item with insights on the invoice(Original Amount)
• Adjustments to Insights = Total Adjustment to line items with Insights on the invoice(Original Amount - Net Total)
• Warnings = Total gross value of line item with warnings on the invoice(Original Amount)
• Adjustments to Warnings = Total Adjustment to line items with Warnings on the invoice(Original Amount - Net Total)
• No Insights or Warnings = Total gross value of line item with no insights or warnings on the invoice(Original Amount)
• Adjustments when no insights or warnings = Total Adjustment to line items with no Insights or no Warnings(Original Amount - Net Total)
• Insights and Warnings with no Adjustments = Total invoice line items with insights or warnings but with no adjustments

 Tabular Format

• Invoice Number = A unique number, that is systematically assigned to invoices sequentially .
• Net Invoice Value($) =  Total invoice line item value after adjustment
• Insights(%) = Net total value of all line items with Insights within that invoice * 100 / Total invoice line item value after adjustment
• Insight ($) = Net total value of all line items with Insights within that invoice
• Adjustments on Insights (%) = Net total value of the line items with insights on which the Adjustments have been made  * 100 / Net total value of all line items with Insights within that invoice
• Adjustments on Insights ($) = Net total value of the line items with insights on which the Adjustments have been made 
• Warnings (%) =  Net total value of all line items with Warnings within that invoice * 100 / Total invoice line item value after adjustment
• Warnings ($) = Net total value of all line items with Warnings within that invoice
• Adjustments on Warnings (%) = Net total value of the Adjustments made on the Line Items with Warnings * 100 / Net total value of all line items with Warnings within that invoice
• Adjustments on Warnings ($) = Net total value of the Adjustments made on the Line Items with Warnings
• No Insights or Warnings (%) = Net total value of all line items with no Insights or Warnings within that invoice * 100 /  Total invoice line item value after adjustment
• No Insights or Warnings ($) = Net total value of all line items with no Insights or Warnings within that invoice
• Adjustments when no Insights or Warnings (%) = Net Total value of all the Line Items with no Insights or Warnings on which the adjustments have been made * 100 / Net Total value of Line Items with no Insights or Warnings
• Adjustments when no Insights or Warnings ($) = Net Total value of all the Line Items with no Insights or Warnings on which the adjustments have been made
• Insights + Warnings and No Adjustments($) = Net total value of all line items with Insights, Warning or both Insight and Warning but no adjustment in that invoice
  
  *By default, the time period for the charts would be previous 4 quarters

The currency information in the Insights vs Warnings vs Adjustments widget has been normalized into the system currency i.e., the values of invoices which were submitted in the currency different from system currency will be automatically converted to the system currency.

Detailed specifications

Widget Name	Parameters	Obeys dashboard filters	Design
Total Budget vs Total Spend vs Total Adjustments	Total Budget: Total budgeted amount for all matters Total Spend: Total Invoices paid Total Adjustments: Total adjustments made on all invoices	No	Bar type: classic X-axis & Y-axis: labels
Top 5 Violations in Billing Guidelines	Trend of Top 5 Practice Areas with Violations in billing guidelines Rows: Law Firm, Matter Name, Invoice Number, Net Invoice Value, Time Period, Total Value of Violations on Invoice(%), Total Value of Violations on Invoice($), Invoice Primary key, Top 1 Violation(%), Top 1 Violation($) Top 2 Violation(%), Top 2 Violation($) Top 3 Violation(%), Top 3 Violation($)  Top 4 Violation(%), Top 4 Violation($)  Top 5 Violation(%), Top 5 Violation($)	Yes	Type: Pie diagram
Top 5 Main Assignees with Most Warnings & Insights and Least Adjustments	Trend of top 5 Main Assignees that has most Warnings & Insights with Least Adjustments	Yes	Bar type: classic Legend: Top X-axis & Y-axis: labels
Top 5 UTBMS Codes Being Misused	Trend of top 5 UTBMS codes that has violation on line items with respect to line item amount Rows: Invoice Number, Net Invoice Value, Misused Codes($), Percentage of Misused Codes(%), Misused Codes Value($), Time Period, Matter Name, Law Firm	Yes	Bar type: classic X-axis & Y-axis: labels
Top 5 Law Firms with Violations	Trend of top 3 violations across top 5 law firms with respect to the line item amount Rows: Law Firm, Matter Name,, Spend by Law firm for the specific Matter($), Time Period, Invoice Number, Net Invoice Value($), Total Value of Violations on Invoice(%) Total Value of Violations on Invoice($), Invoice Primary key, Top 1 Violation(%), Top 1 Violation($) Top 2 Violation(%), Top 2 Violation($) Top 3 Violation(%), Top 3 Violation($)	Yes	Bar type: classic Legend: Top X-axis & Y-axis: labels
Insights vs  Warnings vs Adjustments	Insight: Amount on line items which has InvoiceIQ insights and recommendation Warning: Amount on line items which has CSM warning Adjustments: Total amount of adjustments on line items Rows: Invoice Number, Net Invoice value, Insights(%), Insights($), Adj on Insights(%), Adj on Insights($), Warnings(%), Warnings($), Adj on Warnings(%), Adj on Warnings($), No Insights or Warnings(%), No Insights or Warnings($), Adj when no Insights or Warnings(%), Adj when no Insights or Warnings($), Insights+Warnings No Adj($), Time Period	Yes	Bar type: classic X-axis & Y-axis: labels

Summary 

As a quick summary, this dashboard addresses the following activities:

• How effectively are we doing the legal spend?
• How much are we saving by doing the adjustments on line items based on the InvoiceIQ recommendations?
• Better visibility into the spend of the legal department across various categories.