Active Invoices

Active Invoices is your primary source of invoice information once an invoice has been submitted. Active Invoices is automatically updated with the latest status every two minutes.

On Active Invoices, you can:

View and save the ebilling file that gets sent to the ebilling vendor. For more information, see Save the Electronic Billing File.
See if an invoice has been accepted or rejected by an ebilling vendor.
Update the status of an invoice to rejected or ebilled.
View tracking information from the ebilling vendor for ebilled invoices.
View the rejection report from the ebilling vendor for rejected invoices.
Resubmit an invoice that has been rejected.
Stop Tracking, or remove an invoice from the Active Invoices screen.
Synchronize payment information with your system. Once an invoice has been fully paid, it drops off the Active Invoices.

An active invoice is any invoice that has been submitted through the eBillingHub using either the Billing Wizard or Quick Invoice, and has not been paid in full. This includes invoices that have been:

received by the ebilling vendor but not yet processed
accepted by the ebilling vendor or client
rejected by the ebilling vendor or client
placed on hold by the eBillingHub user

To open Active Invoices:

Point to Tracking on the menu at the top of the window, and click the Active Invoices link.

Navigate Active Invoices

Active Invoices can be selected by client, vendor, status or user. You can sort any of the lists by the values in a particular column by clicking on the column heading. You can control the number of items displayed per page by clicking the desired number next to the word View in the lower left corner of the list.

To move to another page on a multiple-page display, click the page number.

Select Active Invoices

By Client

To select the clients that you want to see in Active Invoices, do one of the following in the Clients to Show field:

Type the name of the client in the Clients to Show field. The list will be restricted to Clients containing the text you enter as well as any previously selected entries. Because the clients already selected remain visible, it is recommended to hide all clients first.
Click one or more client names from the Clients to Show drop-down list.

The selected client names will be highlighted. Only clients that have Active Invoices appear on this list.

Click the plus sign in the top right of the list to show Active Invoices for all clients.
Click the minus sign to deselect all clients.

By Vendor

To select the vendors that you want to see in Active Invoices, click one or more client names from the Vendors to Show drop-down list.

The selected vendor names will be highlighted. Only vendors that have Active Invoices appear on this list.

Click the plus sign in the top right of the list to show Active Invoices for all vendors.
Click the minus sign to deselect all vendors.

By Status

To select the invoice statuses that you want to see in Active Invoices, click one or more client names from the Status to Show drop-down list.

The selected statuses will be highlighted. Only rejected invoices are displayed. Only statuses that have Active Invoices appear on this list.

Click the plus sign in the top right of the list to show Active Invoices for the selected statuses.
Click the minus sign to deselect all statuses.

By User

To select the users that you want to see in Active Invoices, click one or more client names from the Users to Show drop-down list.

The selected user names will be highlighted. Only users that have Active Invoices appear on this list.

Click the plus sign in the top right of the list to show Active Invoices for all users.
Click the minus sign to deselect all users.

Note: This option cannot be combined with the Invoice # filter.

By Invoices

Do one of the following to search for specific invoice numbers:

Select the Show my invoices box to display only your invoices.
In the Invoice # box, type the invoice number for the invoice that you want to display. As you type the Invoice Number into the text box, the list of Active Invoices will automatically be filtered to display only those that begin with the value entered.

Note: Only one of these options may be combined with the Client, Vendor, and Status filters. The Invoice # filter cannot be combined with the Users to Show option.

Select Columns to Display on Active Invoices

To select the columns that you want to see in Active Invoices, click one or more column names from the Columns to Show list.

In the Columns to Show list, the following columns are selected for display by default: Ref #, Invoice, Matter, Client, Date, Total Due, Status, Status Time, User, Total Payments and Remaining Balance.

Click on the name of the column to select an additional column for display.
Click on the name of a highlighted column to remove it from the display.

Once added to the display, you can sort on the values in any column by clicking on the column heading. You cannot change the order of the columns.

Field	Description
Ref #	This is a unique number assigned to an invoice by eBillingHub when an invoice is run through either the Billing Wizard or Quick Invoice. If an invoice is rerun through either the Billing Wizard or Quick Invoice, it is assigned a new reference number, but the Invoice number from your system is the same. The reference number is the file name for an invoice file submitted to the vendor. Use the Invoice Lookup to find the invoice number from your system that is related to a reference number.
Invoice	This is the invoice number from your system. If an invoice is run through Billing Wizard or Quick Invoice, a new copy of the invoice will replace a previous version in eBillingHub, unless the client is mapped to a new eBillingHub client.
Matter	The matter number from your system.
Matter Name	The matter name from your system.
Client	The client name from your system.
Mapped To	The eBillingHub client name. The eBillingHub client determines the destination and format of the invoice, as well as the validations that are done during the validation step.
Vendor	The eBilling vendor, such as Serengeti or DataCert to which the invoice was sent.
Date	The invoice date.
Total Due	The Total Due on the submitted invoice. The Total Due will remain the same, even if payments have been applied to the invoice. Applied payments will be reflected in the Total Payments and Remaining Balance columns.
Currency	Currency code (for example, USD) for the currency on the invoice.
Status	Current status of the invoice in eBillingHub. See Invoice Statuses for an explanation of invoice statuses.
Status Time	The date and time the invoice was updated to the current status.
User	The name of the person that ran the invoice through the Billing Wizard or Quick Invoice and submitted it.
Total Payments	Total payments that have been applied to this invoice in your system. This is updated when you synchronize the invoice. For more information, see Synchronize an Invoice. If no synchronization has been done for this invoice, the total payments amount is unknown.
Remaining Balance	The outstanding balance for the invoice after payments have been applied to this invoice in your system. This is updated when you synchronize the invoice. For more information, see Synchronize an Invoice. If no synchronization has been done for this invoice, the remaining balance is unknown.
Tracking #	The tracking number for the invoice submission, if the eBilling vendor provides one. eBillingHub will update a tracking number if it is able to update the status of the invoice. You can also add a tracking number if you are manually updating the status of an invoice.
Attachments	displays when there is an attachment for the invoice. Click the icon to display the files.

Select the Number of Invoices to Display per Page

At the bottom of the list of Active Invoices, click the number of invoices you want to view per page. If the number of invoices you want to display does not fit on a page, you will need to scroll to see the entire page.

View Current Tracking Information for eBilled Invoices

If an ebilling vendor accepts an invoice, the vendor sends a confirmation email back to the sender, which in this case is eBillingHub. The contents of the confirmation email depend upon the ebilling vendor. eBillingHub will forward the email to users as specified in their user profile. For more information, see Change the eBilling Emails that are Forwarded to Me. eBillingHub also uses the email to update the invoice status to ebilled in eBillingHub and add the tracking information to the invoice.

To view the tracking information for a single invoice with an ebilled status, click on the word ebilled in the Status column. eBillingHub displays the status similar to the following:

Click Print to print the report.
You can display the tracking number from the vendor as one of the columns on the Active Invoices window. For more information, see Select Columns to Display on Active Invoices.
You can display tracking information for a group of selected invoices at one time. For more information, see View Tracking Information for eBilled Invoices.

View Current Rejection Information for Rejected Invoices

If an ebilling vendor rejects an invoice, the vendor sends a confirmation email back to the sender, which in this case is eBillingHub. The contents of the rejection notification email depend upon the ebilling vendor. The eBillingHub will forward the email to users as specified in their user profile. For more information, see Change the eBilling Emails that are Forwarded to Me. eBillingHub also uses the email to update the invoice status to rejected in eBillingHub and add the error report to the invoice.

To view the tracking information for a single invoice with a rejected status, click on the word Rejected in the Action column. eBillingHub will display the status similar to the following:

Note that the file name included in the report is the eBillingHub reference number, and not the invoice number from your system.

Click Print to print the report.
You can also display the tracking number from the vendor as one of the columns on the Active Invoices window. For more information, see Select Columns to Display on Active Invoices.
You can also display rejection information for a group of selected invoices at one time. For more information, see View Current Rejection Information for Rejected Invoices.