Understanding the Invoice Workflow Process

Before the client reviews a submitted invoice, it goes through an automated validation process. Imported invoices go through two automated reviews, while invoices created within CounselLink go through one review.

The first review for imported invoices is called the validation review. This review checks for correct formatting and numerical accuracy. Both imported invoices and those created within CounselLink go through the billing guideline review. This review ensures that charges align with the protocols laid out by the client. If the invoice passes both reviews, it enters the client review stage.  

Validation Review

NOTE Invoices created within CounselLink do not go through this review. Invoices created in CounselLink are uploaded as soon as they are created. Once activated, they will go through the billing guideline review.

• Verifies that the imported file is in an acceptable format

• Verifies the data is in the correct format (e.g. dates must be in mmddyyyy format)

• Verifies the totals are correct

• Verifies the required information is included

• Invoices that are mailed or emailed to the CounselLink offices are scanned. If they contain invalid data, the invoice is returned to the law firm biller with a customized message regarding the error(s). Invoices with valid data are then activated and proceed to the billing guideline review.

Once this review is successfully completed, a screen notification confirms that the invoice is uploaded.

Billing Guideline Review

• CounselLink reads, categorizes, and reviews text description of each charge using our exclusive SmartReview® technology

• As part of the configuration process, each client decides how to handle charges that do not meet billing guidelines
• Charges that do not meet billing guidelines may be:
• Flagged for further review by client staff
• Adjusted to meet the billing guidelines
• Adjusted to meet billing guidelines and charges are adjusted or flagged without client review
• Serious enough to reject invoices and sent back to law firm

• Adjusted charges include a system-generated note displayed below the charge line

• Invoices for clients that do not have corporate protocols will bypass the second review

Once this review is completed, you will be emailed an invoice(s) status. If the invoice passes the guideline review, the client is notified by email that invoices are ready for their review.