To submit an invoice, most vendors (working in production) upload a LEDES file generated by their AP system into BillingPoint. During development and testing however, this approach is not preferred, because of the difficulty involved in creating LEDES files by hand. As a result, during development/testing the most common way to submit an invoice is to select New Invoice from the Invoices dropdown in BillingPoint and then to manually create the invoice using the BillingPoint user interface.
When submitting an invoice, the vendor will select the matter that they want to bill against. As seen below, the matter is referred to as the Project in BillingPoint. The matter must already exist, and the vendor must be assigned to it. When creating the invoice, the vendor must enter the invoice’s line items (e.g., fees, expenses, discounts, taxes) plus other metadata.
Once the invoice is submitted, its status will be displayed in the top-left corner of the BillingPoint screen. The invoice will first be designated as Submitting (as seen below). The user can click the Refresh to Update Status Button to refresh the invoice’s status.
If the invoice encounters a failing billing rule then its status will be set to Failed and the vendor will be prompted to fix the errors and resubmit.
Note: To be more precise, if an invoice fails a billing rule, the billing rule in question can be configured to take one of three possible actions: (1) Prevent the invoice from being sent to Onit and show the vendor an error message, (2) Allow the invoice to be sent to Onit and show the vendor a warning message, (3) Auto-adjust the invoice, send the invoice to Onit, and show the vendor a message. The Failed status described above only applies if the billing rule is configured to stop the invoice from being sent to Onit.
If the invoice does not encounter any failing billing rules then its status will change to Pending Approval.
This is what an invoice looks like when viewed by a client in Onit.