Reject Invoice

Reviewers reject an invoice if it contains errors, incorrect charges, or does not comply with agreed billing guidelines. Rejecting an invoice prevents it from being processed for payment.
  • Go to the Invoices section.
  • Open the Detail View of a selected invoice.
  • Click on the Reject button at the top right to open the Reject Invoice window.
Reject Invoice Window Fields
Field
Definition
Note (Internal Use)
A free-text input field for adding internal comments. This note is not visible to the vendor.
Add Note for Vendor
Optional field for adding comments visible to the vendor, ensuring transparency.
  • Cancel: Closes the Reject Invoice window without taking any action.
  • Reject: Rejects the invoice and sends notification to the vendor.
When an Invoice is Rejected
  • After a reviewer rejects an invoice, its status is updated to Rejected. At this stage, the invoice is considered declined, However, additional admin actions are still available.
    1. Update Status: Allows the admin to change the invoice status if required.
    2. Upload Revised Invoice: Opens a pop-up window where the admin can:
      • Assign one or multiple reviewers.
      • Mark the invoice as confidential (or not).
      • Provide a mandatory internal note.
      • Upload the revised invoice file.
    3. Edit: Opens the invoice for editing. Once edited, the invoice returns to the In Review stage.
    4. Delete Invoice: Permanently deletes the invoice from the system.
Notes
  • Adjustments can no longer be applied to a rejected invoice.
  • Only users with the Reviewer or Admin role can reject invoices.
  • When an Admin (who is not the assigned reviewer) rejects an invoice, they must choose one of the following options:
    1. Mark the line item(s) as reviewed by me and proceed with the rejection.
    2. Mark the line item(s) as reviewed by the assigned counsel and proceed with the rejection on their behalf.
The Admin must select one of these options before proceeding.