The Invoices page in Unity eBilling is where reviewers and admins can access submitted invoices that require review, approval, or other action. This includes invoices submitted via BillingPoint by vendors or submitted manually by other internal users on behalf of vendors.
Note: These User Guides will be updated as more features are added and revised. Check in frequently for more information.
There are three quick ways to access invoices: 1) go to Invoices from the left-side navigation bar to see a list of all invoices, 2) click Invoices from the My Items section of your dashboard to open the list of invoices currently pending your review, or 3) click View Received Invoices from the metrics tile to see invoices currently pending review from any reviewer.
Access to invoices from the list page is driven by your user role and other permissions. If you do not have access to a matter, for example, you cannot see its associated invoices.
From the Invoices list, you can navigate through the status tabs (e.g., Received, On Hold, etc.), apply filters to narrow the list, search invoices, or click on an invoice number to see its details page. See the table below for more information on how to view and navigate the invoice list page.
| 1 | The top row lists the number of invoices by status (e.g., Received, On Hold, and Approved). These numbers are for informational purposes only. |
| 2 | The tabs group invoices based on pending review (i.e., My Invoices) and by status. If you got to the invoices list by clicking Invoices from the left-side navigation bar, this defaults to the All tab. |
| 3 | Use the search field above the table to find or narrow invoices by matter name, invoice number, or vendor name. The list filters as you type. |
| 4 | The filter options can be used to narrow the list by various criteria, such as Received Date or Billing End Date. Applied filters cary over from tab to tab; click Reset to revert to the default list. |
| 5 | To apply bulk actions to invoices, select boxes on the left side of the table and then click on the Bulk Actions menu to select one of the following options: Approve, Reject, Mark Paid, Pause Approval, Mark Sent to AP, Resend Approval Emails, or Resume Approval. Which options are displayed depend on your role and invoice access permissions. |
| 6 | Click on an invoice number from the table to view its details page and take other actions, such as make adjustments, place the invoice on hold, or approve/reject the invoice. Which actions you can take depend on your role. For example, you can only approve/reject invoices if you are listed as a reviewer and it is your turn to review. |
| 7 | Click +Add Invoices in the top-right corner to manually enter invoice information (e.g., invoice number, description, and dates) if it cannot be uploaded by the vendor in BillingPoint. Alternatively, you can click the quick-add menu (+) in the top navigation bar and select New Invoice. For instructions on manually adding an invoice on behalf of a vendor, click here. |
| 8 | To export the current view of invoices, click Download Data. |
| 9 | Click … (more) under the Actions column to select an action (e.g., Approve, Reject, or Pause Approval). Click here for details. |
Status Tabs
This page is separated into five tabs:
- My Invoices (default view): Invoices that are pending your review or approval because it is your turn in the review cycle. This tab is blank if there are currently no invoices requiring your attention.
- Received: Invoices that are in "open" status. This tab may display additional invoices you are not assigned to review depending on your role/permissions (e.g., admins) and matter-level access.
- On Hold: Invoices that have been placed on hold by reviewers or admins (i.e., Pause Approval). This means the invoices require additional review or investigation prior to approval, adjustment, or rejection.
- Approved: Invoices that have been approved for payment. Which invoices are displayed under this tab depend on your user role and matter-level access.
- All: Displays invoices with the following statuses: Received, On Hold, Approved, Paid, and Rejected.
Default Columns
The default information shown for the list of invoices under each tab is summarized below.
- Invoice Number: Unique number given to the invoice for identification purposes. Click on the hyperlinked number to see invoice details.
- Amount: The invoice's billed amount submitted by the vendor for review/approval, including fees, expenses, and any deductions.
- Status: Whether an invoice is in Received, On Hold, Rejected, Approved, Sent to AP, or Paid status.
- Invoice Date: Date the invoice wa created in BillingPoint or SimpleLegal.
- Matter: Name of the matter against which the invoice was submitted. Click on the hyperlinked name to open the matter record.
- Vendor: Name of the vendor that submitted the invoice. Click on the hyperlinked name to open the vendor record.
- Approvable: Displays Yes if the invoice meets all customer requirements and can go through the review cycle, or No if minimum requirements are not met.
- Actions: Click the ... (more) option to select an action (e.g., Approve, Reject, or Pause Approval). Click here for details.
Sorting & Filtering the Invoices List
You can re-sort the list in ascending or descending order by clicking on a column name. By default, the list is sorted by Received Date in ascending order (i.e., oldest first). You can further narrow the view by using the filters above the table (e.g., Vendor Name, Matter Name, etc.). Click the right-facing arrow on the right side of the table to see additional filter options (e.g., Billing End Date, Description, etc.).
Exporting Data
Click Download Data above the table to export the current view of your invoices list as an Excel file (includes any applied filters and sorting). The file includes the following information: Invoice Number, Invoice Total, Status, Received Date, Invoice Date, Matter Name, Vendor Name, Approvable (i.e., TRUE or FALSE), Matter ID, Vendor ID, and a link to each invoice's details page.
Quick Actions for Individual Invoices
Click the ... (more) option under the Actions column for an individual invoice and select one of the following:
- Received & On Hold: Approve, Reject, or Pause/Resume Approval
- Approved: Mark Paid, Mark Sent to AP, or Resend Approval Emails
You will be prompted to confirm your selected action.
Applying Bulk Actions to Invoices
You can apply the same changes across invoices, such as putting multiple invoices on hold if further investigation is required. Select boxes for one or more invoices and click Bulk Actions above the list.
Choosing Approve for the selected invoices requires confirmation. Click Yes to continue.
Choosing Pause Approval for the selected invoices requires confirmation. Click Yes to continue.
This moves the invoices to the On Hold tab. To revert an invoice to Received, clicking ... (more) under the Actions column and select Resume Approval. Click Yes when prompted to confirm.