This glossary is designed to help law firms understand the various invoice statuses that may appear in the Apperio platform during the billing process. Each status reflects a specific stage in the invoice lifecycle, from initial submission to final approval, and provides clarity on what actions, if any, are needed from your team.
Whether you're checking on an invoice's progress or resolving a query, this guide will help you navigate the platform with confidence and ensure your invoices are processed efficiently.
Pending Invoices
An invoice has been created in the law firm’s practice management system, but has not yet been uploaded to the Apperio platform. Therefore, this status is only visible to law firm users. Any spend associated with a Pending invoice will not count towards billed spend until an invoice (PDF / LEDES) is uploaded to Apperio.
In Review Invoices
The invoice is with the client and is awaiting approval. Please note that there may be multiple internal approvers on the client side, and that progress through these stages cannot be viewed by law firm users.
Queried Invoices
The invoice has been queried by the client. This allows law firm users to edit the invoice details, replace the PDF documents, and add supporting evidence as required. Where an invoice needs to be re-raised, the Queried state will also allow for an invoice to be re-submitted under a new invoice number.
Approved Invoices
The invoice has been approved. Payment has yet to be made outside of the Apperio system.
Paid Invoices
This status indicates that the invoice has been paid outside of the Apperio platform, and the client has manually labeled it as such.
It's important to note that not all clients integrate their payment systems with Apperio. As a result, for some clients, invoices may never display as "paid" within the platform, even if payment has already been completed externally.
Voided Invoices
The invoice has been voided by the law firm. Typically a new invoice will be raised to replace this or the fees/disbursements involved will be voided as well, in which case the spend would automatically return to unbilled on the platform.