Reject an invoice outright when it shouldn't be paid as submitted and you want the external resource to start fresh.
Return an invoice for amendment when it just needs a fix, and keep a full version history instead of starting over.
See what happens to Billing Guidelines sign-off when you use each option.
Finding the invoice
You can reject or return an invoice from either of these places:
From the matter. Go to the matter, click Resources, then click Expenses. Find the invoice in question, or click the link in the notification you received.
From the Spend tab at the top navigation. Go to Spend, then filter the invoice by the invoice number, external resource, status, etc.
Rejecting an invoice
Reject an invoice when it shouldn't move forward at all, for example if it's for the wrong matter or shouldn't be paid.
Click Reject.
Add your comments in the slide-out that appears.
If you're not the Matter Manager, your comment is for internal use only.
If you're the Matter Manager, your comment is shared with the external resource.
Once rejected, the Matter Manager confirms the rejection with a comment for the external resource.
Rejecting is final. There's no resubmission on a rejected invoice, so it can't be approved. If the external resource wants to bill for the same work, they'll need to submit a brand new invoice.
Returning an invoice for amendment
Return an invoice for amendment when it just needs a fix, for example a wrong total or a missing tax line, and you want the external resource to correct the same invoice rather than start over.
Scroll down on the expense details to Return for Amendment
Add your comments explaining what needs to change, using the same internal/external sharing rule as above.
The invoice can't be approved while it's out for amendment. When the external resource resubmits, their resubmission becomes a new version of the same invoice, not a new invoice.
Invoice versions
Every version of an invoice returned for amendment stays on record. Earlier versions become read-only, so you can always see what the external resource submitted originally and what changed after your feedback. This works alongside the existing invoice audit table, so the log of who did what and the record of what each version said sit side by side.
You'll find the version history at the top of the Invoice Details section.
Billing guideline sign-off resets on resubmission
Returning an invoice for amendment clears the external resource's billing guideline sign-off. They'll need to re-confirm compliance before resubmitting. Rejecting an invoice doesn't affect billing guideline sign-off since there's no resubmission on that invoice.