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Managing invoices from external resources

  • Updated

Receive, view, approve and reject invoices from your law firms and other external resources.

Note: This Knowledge Base article gives you a short overview of invoice management. There are specific and detailed articles on each of the steps outlined below, which you can access from the links provided and/or the menu of related articles adjacent to this article.

Once you have added an external resource to a matter, and that external resource has uploaded a new invoice to the matter:

  • You will receive an email to notify that a new invoice has been uploaded
  • Be able to see the invoice on the matter

In this article:

To see the invoice on a matter

  • Navigate to the matter
  • Click on the 'Resources' tab
  • Click on the 'Expenses' button on the right hand side of the screen
  • See outstanding invoices with the ability to view, approve or reject an invoice
  • Select 'view' to see the details of the invoice and the PDF invoice uploaded by the external resource
  • Invoices can be approved or rejected by clicking on the appropriate choice in this list

Approving an invoice

When an invoice is 'approved' this will:

  • Send a notification to the external resource
  • If activated, forward the approved invoice to the email addresses nominated - learn more here

Click here to learn more.

Rejecting an invoice

When an invoice is rejected, this will:

  • Prompt you to provide a reason for the invoice rejection
  • Send a notification to the external resource

Click here to learn more.

Changing the status of an invoice to 'Ready to Pay' or 'Processed'

If you would like to record that an invoice has been 'processed', this can be done by Admin users by:

  • Clicking on the 'Approved' button next to the invoice in question
  • Selecting 'Ready to Pay' or 'Processed' from the drop down options

Viewing invoices on the 'Expense Log'

Alternatively, you can see all invoices on the 'Expense Log' which is accessed as follows:

  • Click 'Logs & Libraries' from the top navigation menu
  • Select 'Expense Log'
  • Select the appropriate 'Invoice Status'
  • Follow the steps above to view, approve or reject an invoice

If you require more information or support, you can get in touch with the Support team here or email support@xakiatech.com.