Managing invoices: approving, declining, voiding, and deleting

How to review or cancel invoices

Alina avatar
Written by Alina
Updated over a week ago

This article covers the handling of posted invoices, including approval, decline, voiding, and deletion. It assumes you understand the process of posting invoices. If you need a refresher, check the following article: Uploading invoices from your legal service providers

In this article:

Required permissions

Invoices can be a sensitive thing, so the person uploading the invoices will need to have the appropriate permissions. These permissions must be set by the Organization Administrator.

Approving or declining invoices

Once an invoice is posted, the matter owner/or delegate can easily review it - approve or decline it from the LawVu interface.

From Inbox, clicking Actions will display the invoice that needs approval.

The invoice modal opens:

Select Approve if you want to approve the invoice. Fees to date will be updated for the matter, and the invoice will be sent to Accounts Payable if this was selected as an option.

Select Decline if you want to decline the invoice. You will be able to provide a reason for declining.

Once an invoice has been declined, the invoice fields cannot be edited anymore

The invoice status, as well as the reason for declining, is sent to the person who uploaded the invoice, and to the Matter Manager and Organization Administrator on the law firm side in an email/in-app notification. The reason for declining will also be recorded as the last field in the invoice.

If the invoice is from a LEDES file, the workflow is similar. The in-line editing modal will open, and you'll select Review to approve or decline the invoice.

A copy of the original uploaded LEDES file will also be available for download in the Original Invoice column found in the Invoices grid.

To learn how to mark an invoice as paid, click here.

Deleting Invoices

Once the last invoice in a batch has been uploaded, the preview window will close, and a grid view will display a breakdown of the invoices in the batch.

Go to Invoice batches > select the appropriate batch and click the Delete icon.

You can only delete invoices that have not yet been posted. Once deleted, all traces of that invoice will be removed.

Voiding Invoices

Once a batch has been posted, invoices cannot be deleted anymore, but they can be voided by the Matter Owner or their delegates. This can be done either before or after the invoice has been approved.

Having selected the appropriate invoice, click the Actions button in the top right of the screen and select Void.

A pop-up box will appear requiring confirmation:

If you are working on a large invoice batch, you can make use of the date range option from the grid and filter the invoices weekly, monthly, yearly, or a specific date range. With the desired invoices highlighted, click Void.

Voiding posted invoices will leave a record in the batch view, highlighted in red with a strike-through.

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