An invoice submitted by a vendor appears in Unity for review and approval. Invoices can be found and opened in several ways, including using the Invoices List page or going to the Invoices tab in vendor records and/or matter records. This article covers the details page for individual invoice records and the actions that can be taken by reviewers or admins, including how to make adjustments and assign reviewers.
Note: These User Guides will be updated as more features are added and revised. Check in frequently for more information.
Each invoice details page is separated into the following tabs, sections, and menus:
NOTE: Spend Agent is an add-on feature available for purchase. Contact your Onit representative for pricing details. For additional information about the feature and its benefits, click here.
Information & Amount Tiles
The two tiles at the top of the invoice record show general information, such as the associated matter and vendor, billed total, relevant dates, and designated attributes (e.g., Legal Entity, Practice Area). To see any custom attribute fields or assigned PO number (if applicable), switch to the Attributes tab.
Invoice Actions
Click the Invoice Actions button in the top-right corner of an invoice's details page to apply the options described below. Which options are available depend on your role, the status of the invoice, and whether certain features and/or settings are enabled.
- Adjust Invoice: Make adjustments to the total of an invoice; click here for instructions.
- Send Invoice: Email the invoice details to internal users or vendor contacts. From the email modal, you can modify the subject line, add more details or comments in the body of the email, and choose to attach a PDF copy and/or any associated attachments.
- Export as CSV: Download an invoice in any status as a CSV file.
- Export as Excel: Download an invoice in any status as an Excel file.
- Pause Approval: Change the status from Received to On Hold if further investigation or research is required.
- Resume Approval: Change the status from On Hold to Received.
- Revert to Received: Only appears for invoices in the following statuses: Approved, Sent to AP, or Paid.
- Mark Sent to AP OR Mark Paid: Manually change from Approved to Paid or Sent to AP statuses.
- Undo Autorejection: Move an invoice from Rejected to Received if it was automatically rejected due to billing guidelines.
- Recompute Reviewers: Only applies if Invoice Review Rules are active and have recently been updated.
- Re-evaluate: Only applies if your organization is using Onit's Spend Agent for AI-driven validation and flagging. This option prompts Spend Agent to rerun the validation check on the invoice (e.g., if billing guidelines were changed or other updates were made).
Reviewers
Reviewers are internal users assigned to approve, adjust, and/or reject invoices submitted by vendors. Depending on system settings, default reviewers may already be assigned to some pending invoices. Go to the Reviewers section on the right side of the page to view and update assigned reviewers.
Click on the caret icon to expand and view the list.
Click + Add, select one or more user names from the list, and click Save.
TIP: Start typing a user's name into the search field to quickly filter the dropdown list.
Reviewer Action
If it is your turn to review an invoice to which you are assigned, you can click Approve or Reject from the top-right corner of the invoice once you have verified the information and/or many any necessary invoice total or line item adjustments.
If there are other assigned reviewers, the invoice will appear in their review queue once you complete your approval. Rejecting an invoice ends the review cycle. For additional information about rejecting invoices, click here.
Overview
The Overview tab displays all line items attached to the invoice. You can use the sub-tabs above the list to filter by line type or to only see any line items flagged by the system for potential adjustment or further review. By default, the Reviewers section on the right side of the details page is expanded. Click the collapse icon to hide the list of reviewers and expand the line item view.
From this tab, you can use the ... (more) option under the Actions column to do one of the following: Edit Line Item, Edit Line Item Allocations, or Update Matter. For additional details on adjusting individual line items, click here.
In addition, you can select multiple or all invoices to apply the following bulk actions: Update Matter or Adjust To Zero.
Invoice Verification
The Invoice Verification tab displays any violations found after running the invoice against billing guidelines. If your organization is also using Spend Agent for AI-powered validation, the findings will be displayed here if there is a default billing guidelines document set.
You can switch between the Billing Guidelines and Approval Requirements sub-tabs to see additional details. If there are any violations that require action or further review, a warning icon appears next to the tab as shown in the image below.
Insights
Use the Insights tab to see the distribution of certain datapoints associated with the invoice, such as how much of the invoice total makes up the total spend for the associated matter and/or budget (if applicable) and how spend is distributed across task codes, timekeepers, and more. Use the tabs above the table to quickly filter the list by specific categories.
Allocations
Allocations is a system of dividing funds among various attributes assigned to an invoice to help categorize and track spend. Unity has two out-of-the-box allocatable attributes: Legal Entities and Cost Codes. On invoices, a specific percentage of costs can be assigned to one, both, or none of these attributes. For example, 50% of an invoice's amount can be allocated to Cost Code 1 and the other 50% to Cost Code 2. How and if allocations are used depend on your organization's needs and system settings.
To allocate some of all invoice spend to a specific Cost Code or Legal Entity, click Edit Allocations from this tab.
Enter the allocation percentage value (i.e., 1-100) and choose the relevant Legal Entity and/or Cost Code. The allocation percentage must equal 100. Click +Add Allocation if splitting the allocations among multiple attributes. Click Save when finished.
Some invoices may automatically inherit allocations if they have been set on the associated matter. Allocations on an invoice can be updated by clicking Edit Allocations in the top-right corner.
Our Files
The files tab displays any supporting documentation attached to the invoice by the vendor or added by an internal user/reviewer in Unity. You can check under the Source column to see whether it was uploaded internally or from the vendor portal.
Click on a file name to open it in a separate browser tab, or click the ... (more) option under the Actions column to select the download option. To add more files to an invoice, click Upload Files in the top-right corner. Click here for more information on supported file types.
Comments
To review any internal comments or add your own, switch to the Comments tab. Enter your comments into the rich text editor and then click Submit.
NOTE: If you need to edit or remove a comment you added, use the ... (more) option at the end of the row.
Notes
The Notes tab allows reviewers and admins to add text that will be visible in the PDF export of the invoice (also visible to vendors). To add a note, click Edit in the top-right corner, enter your notes in the text editor, and click Save.
Activity
Switch to the Activity tab from the bottom half of the invoice to see a list of actions taken by users or automated system triggers, including reviewer assignment/updates, status changes, line item adjustments, and comments. For reach recorded activity, the log displays the date, user name, category (i.e., type of action), and a description of the activity. To see the full list, click on Go to Activity Log.
