Duplication checks can be triggered at the invoice level and/or at the line item level to help reviewers quickly identify potential duplications and minimize the risk of overpayment. The checks are completed by comparing incoming invoices against historical data in your system for specific matching criteria. This refers to previously submitted invoices prior to reviewer/system adjustments and excludes rejected invoices.
NOTE: This article covers optional settings that must be enabled by an from your organization under Invoice Settings. Duplication checks for invoices and for line items are separate settings. Your organization can choose to enable one, both, or none of these settings.
Duplication Validation Criteria
For an incoming invoice or an individual line item to be flagged as a potential duplicate, all the following matching criteria must be present:
| Invoice Level | Matter Name/ID Vendor Name/ID Invoice Amount & Currency For each line item:
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| Line Item Level | Matter Name/ID Vendor Name/ID For a line item:
Using the Line Item Duplication Check setting means that flagged line items can be reviewed without having to reject the entire invoice. For example, you can instead adjust the line item to zero and select the "Duplicate" adjustment reason. NOTE: For the Timekeeper Rates, the value is compared against the line item cost actually used on the invoice and not the approved rate selected in Counsel Exchange. |
NOTE: Although the system can flag potential duplications, it is up to the assigned reviewer(s) to further investigate and take next steps (e.g., adjustment, rejection, or pausing review).
If an invoice or line item is flagged, the information can be viewed by clicking the Invoice Verification tab.
