Invoice Rules are basic building blocks of Spend Management. An invoice (or billing) as a representation of the fees or expenses that have been billed, usually by an outside counsel, is scanned for compliance against these Invoice Rules that can be setup specific to individual accounts or matters.
Invoice Rules Tab
The Invoice Rules tab displays a home page that lets you quickly create new invoice rules or navigate through a list of already created rules. Invoice rules are executed for all new line items added for an invoice automatically and can be run on-demand on individual invoice line Items when it is edited.
The Invoice Rules are a set of invoice rule entries, that scan for compliance based on the related account/matter or rates or expenses. The set of invoice rule entries can be ordered and, based on that order, each invoice line item is scanned for compliance against these rule entries. Based on the rule options, if validated to be true on the conditions provided, the rule outcome is saved for the line items.
Invoice Rule Entries can be broadly categorized into 5 different categories:
Account Rules allow users to configure rule options that evaluate related to the account associated with the invoice.
For example, users can set rules that would evaluate to compute and flag an invoice line item if the total SUM of all already billed invoice line items for that account will exceed the total Annual Expenditure for the account. Based on this outcome, specific line items will then be flagged with configured reasons.
Matter Rules allow users to configure rule options that evaluate related to the matter associated with the invoice.
For example, users can set rules that would evaluate to compute and flag an invoice line item if the total SUM of all already billed invoice line items for that matter will exceed the total allocated budget for the matter. Based on this outcome, specific line items will then be flagged with configured reasons.
Rate Rules allow users to configure rule options that evaluate related to fee items identified from the invoice.
For example, users can set rules that would evaluate whether the line item is associated with a valid UTBMS task or activity code along with whether it exceeds the allocated rate threshold or validate additionally to be applicable to specific timekeeper roles only.
Expense Rules allow users to configure rule options that evaluate related to expense items identified from the invoice.
For example, users can set rules that would evaluate whether a line item is associated with a valid UTBMS expense code, along with whether it exceeds the allocated expense budget or a specific expense threshold for the matter.
Budget Rules allow users to configure rule options that evaluate related to the configured budget associated with specific UTBMS Codes and matters associated with the invoice line items.
For example: Users can set rules that would evaluate to compute and flag an invoice line item if the total SUM of all already billed invoice line items (associated with specific Activity/Task/Expense codes) for that matter will exceed the total allocated budget for these UTBMS codes. Based on this outcome, specific line items will then be flagged with configured reasons.