Upload An Invoice

The Upload Invoice feature allows you to add new invoices into the system for review, validation, and record-keeping. This process ensures that invoice data is captured accurately, either through manual entry or using PDF Extraction.
To upload an invoice:
  • Go to the Invoices section from the side menu.
  • Click on the Upload Invoice button located in the top-right corner of the page.
Enter Invoice Details (Invoice Details Page – Step 1/2)
In the upload form, select and upload the invoice document (PDF).
Once uploaded, the file will appear in the right-hand preview panel, allowing you to cross-check information during the process.
Fill in the required fields on the left-hand side of the page:
  • Vendor: Select the vendor associated with the invoice from the dropdown.
  • Matter: Assign the invoice to a specific matter or project (optional).
  • Billing Period: Choose the relevant date range for which the invoice applies.
  • Confidential*: Mark the invoice as Yes or No depending on sensitivity.
  • PDF Extraction*: Choose Yes to let the system extract data automatically using OCR, or No if you want to enter details manually.
Note: Fields marked with * are mandatory.
Click Cancel to discard the upload.
Click Next to proceed to the validation stage.
Validate Extracted or Manually Entered Data (Step 2/2)
If PDF Extraction = Yes, the system will run OCR and auto-populate:
  • Vendor
  • Invoice Title
  • Invoice Number
  • Invoice Date
  • Currency
  • Line Items (description, timekeeper, hours, rate, amount, totals, and tax)
If PDF Extraction = No, the fields will remain blank, and you can manually enter the same information in the structured table format.
Note: If extraction takes longer than expected, you may stop it and switch to manual entry.
Review Line Items
The system displays invoice line items in a structured table format. Each row includes:
  • Date
  • Description
  • Type (e.g., Legal Fee, Expense)
  • Timekeeper
  • Hours
  • Rate/hr
  • Amount
You may add, edit, or delete line items as needed. Totals, tax, and discounts are automatically calculated but remain editable if required.
Choose an Action
  • Delete: Removes the uploaded invoice and its data from the system.
  • Save Draft: Stores the invoice in Drafts for later review or completion.
  • Done (Submit): Finalizes the invoice record and submits it for review and processing.