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Invoice Validation Rules: Examples and Instructions

Welcome to Unity’s Invoice Validation Rules Examples and Instructions! You’ll find important information regarding the process, setup, and possible configuration of Unity’s Invoice Validation Rules.

Introduction

Billing guidelines can be complex. Unity’s Invoice Validation Rules Examples and Instructions can provide an overview of the common configuration and rules. Whether you want to implement basic rules or explore advanced strategies to enhance your existing processes, we’ve provided a list of ideas that you can easily build upon.

Please note: Invoice Validation Rules are unique to each environment. The provided examples and configurations may need to be adjusted to adhere to your needs and/or billing guidelines.

What are Invoice Validation Rules?

Invoice Validation Rules provide the ability to take action on incoming vendor invoices based on set fields within your environment. In laymen’s terms, they are comprised of an if/then scenario, meaning, if a set of conditions are met then an action will occur. Your team will be able to select the set of conditions and the subsequent action using our Invoice Validation Rules. 

For example, if the practice area on an invoice is Litigation and the invoice is over $10,000, then we will flag an invoice for review.

Training Options

Prior to building your rules, Unity recommends the following training modules to better understand how to use and maintain your rules

Invoice Validation Rules Basics

Basic maintenance of your rules to begin drafting and building your Invoice Validation Rules

Create a Rule

1. To get started, click Add Rule in the top-right corner of the rules list page. 

2. Title your rule. Enter information for the following fields:

  1. Name (required): Up to 150 characters allowed (including spaces)
  2. Category (required): Select an option from the dropdown list
  3. Description (optional): Useful for providing more context or instructions for other admins

3. Add a Condition. Conditions are statements that set which criteria must be met for the action to trigger. A rule can have one or multiple conditions depending on how broad or narrow the criteria. For example, a simple rule can have a condition that looks for and flags line items with specific expense codes. A more complex rule, on the other hand, can have multiple conditions to look for and adjust line items with specific expense codes that exceed a threshold. 

4. Add an Action. Click + Add Actions from the right side of the Rule Editor.

Select the action type (e.g., Flag Invoice, Add Activity Code, etc.). For more detailed information on supported actions, including how they are applied when a rule is triggered, review Rule Actions. Complete the additional required/optional fields for the action, such as entering a default comment. 

5. Save rule. Click Save Rule in the bottom-right corner. By default, this will store the rule as inactive, which is recommended for all new rules.

Clone an Existing Rule

Making a copy of an existing invoice validation rule is useful if:

  • You want to create a new rule by customizing an existing rule instead of starting from scratch.
  • You need to redo and replace a rule without impacting or deactivating the current version.
  • You want to save an existing rule as an inactive draft so it can be used as a template.

There are two ways to clone a rule:

Option 1: Click on the … (more) option from the rules list page and select Clone.

Option 2: Open the rule and select Clone from the … (more) menu in the top-right corner. 

This will take you to the cloned rule, which is automatically set to inactive. The Name field populates “(Clone)” followed by the original rule’s name. Make sure to customize the name and other fields. 

The remaining fields (i.e., Name, Description, and Category) and the conditions and actions are copied over from the original rule as-is.  Modify and/or add conditions and actions and then click Save rule in the bottom-right corner.

Edit an Existing Rule

Click on a rule name from the list page to open the Rule Editor. 

Alternatively, you can click on the … (more) option at the end of the row and select Edit.
From the Rule Editor, you can update the name, description, category, conditions, and/or actions. Click Save Rule in the bottom-right corner when finished.

Rule Actions
An overview of rule actions and their outcomes

ActionDescriptionExample Use Case
Flag InvoiceAdd a comment to an invoice record to describe a potential billing guideline violation before it lands in the review queue.If the total for an IP invoice exceeds $6000.00, then flag the whole invoice with a comment describing the billing guideline violation. 
Flag Line ItemAdd a comment and flag to a line item to describe a potential billing guideline violation before it lands in the review queue.If an invoice has Task Codes for administrative tasks that are not billable, then flag the line items and add a comment.  
Reject InvoiceReject an invoice before it lands in the review queue if it is unacceptable based on billing guidelines.If an invoice does not include a previously discussed vendor discount, then auto-reject the invoice. 
Adjust Line Item TotalAdjust the total for a line item to a selected amount before the invoice lands in the review queue.If an invoice for US provisional patents has a line item total that exceeds $6000.00, then auto-adjust the line total to $6000.00 per AFA. 
Adjust Line Item RateAdjust the rate for a service on a line item based on billing guidelines or vendor agreements before the invoice lands in the review queue.If an invoice for a litigation matter includes the keyword “discovery motion” for a line item description and the rate exceeds $400.00, then auto-adjust the line item rate to $400.00.
Add Activity CodeAssign an Activity Code to a line item before the invoice lands in the review queue.If an invoice includes the keyword “research” in the line item description but the Activity Code is empty, then set the Activity Code to A102. 
Add Expense CodeAssign an Expense Code to a line item before the invoice lands in the review queue.If an invoice includes the keyword “copy” or “copied” in the line item description but the Expense Code is empty, then set the Expense Code to COPY.
Add Task CodeAssign a Task Code to a line item before the invoice lands in the review queue.If the Matter Group for an invoice is Litigation and the line item description includes the keyword “deposition,” then set the Task Code to L330.

Common IVR Rules

Please note: Invoice Validation Rules are unique to each environment. The provided examples and configurations may need to be adjusted to adhere to your needs and/or billing guidelines.

Keywords and Phrases
Search for a specific keyword or phrase within an invoice

Scenario: Flag line items for keywords related to copies.
Configuration:

  1. After creating and labeling your rule, add conditions for Line Item – Description – Contains input necessary keyword.
  2. Using the “OR” parameter, add additional keywords Line Item Descriptions for keywords (e.g. copy, copies, scan, duplicate). 

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Scenario: Flag invoice description for keywords related to resubmission.
Configuration:

  1. After creating and labeling your rule, add conditions for Invoice Subject – Contains input necessary keyword.
  2. Using the “OR” parameter, add additional keywords to review Invoice Description for keywords (e.g. resubmission, resubmit, resend). 

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Scenario: Adjust a line item to “0” for copy expense codes.
Configuration:

  1. After creating and labeling your rule, add condition for Line Item Expense Code – Is one of and input applicable codes.
  2. Next, select the Adjust Line Item Total and set the threshold to the applicable value “0.”
  3. Populate the Vendor and Internal Comments with the message for both Unity users and CounselGO contacts.

 

Fees and Expenses
Validate for or against line item type

Scenario: Flag litigation line items that are missing expense line item type.
Configuration:

  1. After creating and labeling your rule, add condition for Practice Area – Is to validate against the matter’s practice area.
  2. Next, using the “AND” parameter, add condition for Line Item Type – Is not equal to for the applicable type “E.”

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Scenario: Flag expense line items where the expense code is blank.
Configuration:

  1. After creating and labeling your rule, add condition for Line Item Type – Is for the applicable type “E.”
  2. Next, using the “AND” parameter, add condition for Line Item Expense Code – Is empty.

Positive and Negative Amounts
Search for positive and/or negative amounts

Scenario: Flag line items that contain keywords for “copy” and are more than “0.”
Configuration:

  1. After creating and labeling your rule, add conditions for Line Item – Description – Contains input necessary keyword.
  2. Using the “OR” parameter, add additional keywords Line Item Descriptions for keywords (e.g. copy, copies, scan, duplicate).
  3. Next, select “Add additional condition” of “AND” and add condition of Line Item Total – Is great than for the applicable value of “0.”

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Scenario: Flag negative line items for a specific matter.
Configuration:

  1. After creating and labeling your rule, add condition for Matter id – Is to validate against a matter.
  2. Next, using the “AND” parameter, add condition for Line Item Total – Is less than for the applicable value of “0.”

Scenario: Flag negative line items for a specific matter.
Configuration:

Spend Limits
Validate a spend amount against Unity values

Scenario: Flag a total spend limit for a matter.
Configuration:

  1. After creating and labeling your rule, add condition for Spend – Is greater than and input your spend amount.
  2. Next, using the Add additional subparameters, add conditions for Matter.

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Scenario: Flag an annual spend limit for a matter and vendor combination.
Configuration:

  1. After creating and labeling your rule, add condition for Annual Spend – Is greater than and input your spend amount.
  2. Next, using the Add additional subparameters, add conditions for Matter and Vendor.

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Scenario: Flag a total spend limit for an activity code for a matter and vendor combination.
Configuration:

  1. After creating and labeling your rule, add condition for Spend – Is greater than and input your spend amount.
  2. Next, using the Add additional subparameters, add conditions for Matter, Vendor, and Activity Code.

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Scenario: Flag a total spend limit for a designated start and end date for a matter and vendor combination.
Configuration:

  1. After creating and labeling your rule, add condition for Spend – Is greater than and input your spend amount.
  2. Next, using the Add additional subparameters, add conditions for Matter, Vendor, Start Date, and End Date.

Expense, Task, and/or Activity Codes
Search for or validate against expense, task, and/or activity codes

Scenario: Flag an expense code for a specific vendor.
Configuration:

  1. After creating and labeling your rule, add condition Line Item Expense Code – Is and input your expense code.
  2. Next, using the “AND” parameter, add condition for Vendor id – Is for the applicable vendor.

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Scenario: Flag multiple expense codes.
Configuration: After creating and labeling your rule, add condition for Line Item Expense Code – Is one of and input applicable codes (e.g. E107, E108, X112, X113).

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Scenario: Flag for a specific code set.
Configuration: After creating and labeling your rule, add condition for Line Item Activity Code – Contains and input either the first letter of the code set (e.g. “L” or “A”) or the letter and number combination (e.g. “L3” or “B2”).

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Scenario: Flag expense line items where the expense code is blank.
Configuration:

  1. After creating and labeling your rule, add condition for Line Item Type – Is for the applicable type “E.”
  2. Next, using the “AND” parameter, add condition for Line Item Expense Code – Is empty.

Validating Against Custom Attributes
Search for or validate against your Unity custom attributes

Scenario: Validate an invoice against a vendor Yes/No custom attribute.
Configuration: After creating and labeling your rule, add condition for Vendor – [Custom Attribute] and input applicable value (e.g. Yes/No, list value). Note: Any custom attribute type may be used (e.g. Yes/No, text, list, currency)

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Scenario: Validate an invoice against a selected vendor currency.

Configuration Step 1: Create a vendor currency custom attribute.

  1. Create a custom attribute labeled “Vendor Currency” or similar.
  2. Set the custom attribute as a “list” attribute and not allocatable
  3. Load any applicable currencies for your vendors in their 3-letter currency code (e.g. USD, CAD)

Configuration Step 2: Assign vendor currencies to vendors. Locate the vendors’ profile and assign the currency using the newly created custom attribute. Note: Unity’s bulk functionality can also be utilized. 

Configuration Step 3: 

  1. After creating and labeling your rule, add condition for Vendor – [Vendor Currency Custom Attribute – Is and input your first currency. Note: The currency must be the 3-letter currency code and match your custom attribute list value.
  2. Next, using the Add additional subparameters, add conditions for Invoice Currency – Is not equal to, and the 3-letter code from the step above.

Configuration Step 4: Clone your rule from Step 3 and update the values to the next currency value until all currencies are covered.

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Scenario: Flag an invoice associated with multiple custom attribute list values.
Configuration: After creating and labeling your rule, add condition for Matter – [Customer Attribute] id – Is one of of and input applicable custom attribute values (e.g. Product A, Product B). Note: Any custom attribute type may be used (e.g. Yes/No, text, list, currency)

Flat Vendor Discounts
Validate against a set (1) vendor discount

Scenario: Validate a vendor discount.
Configuration:

  1. After creating and labeling your rule, add condition for Vendor id – Is and select your vendor.
  2. Next, using the “AND” parameter, add condition for Invoice Discount total – Is less than and input your vendor discount.

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Scenario: Validate a vendor discount against a custom attribute. Note: This is typically reserved for Unity environment’s with a large volume of vendors with flat discounts. 10+ vendors with discounts is the threshold we typically encounter but is variable based on how your team decides to manage your discounts.
Configuration Step 1: Create a custom list attribute for the vendor discount rate (e.g. Vendor Flat Discount Rate) scoped to Vendors and create a list value for each discount rate to be applied to all vendors.

Configuration Step 2: Assign a discount rate to applicable vendors. 
Note: Unity bulk functionality can also be utilized.

Configuration Step 3:

  1. For each custom setting list value, create an IVR rule. After creating and labeling your rule, add condition for Vendor [Custom Attribute Name] id – Is and select the first list value.
  2. Next, using the “AND” parameter, add condition for Invoice Discount total – Is less than and input the rate associated with the selected list value discount.

Configuration Step 4: Clone your rule from Step 3

Configuration Step 5: Update the following rule values to the new discount rule.

  • Name
  • Description (if applicable)
  • Vendor [Custom Attribute Name] id
  • Invoice Discount total
  • Action Comment

Tiered Vendor Discounts
Validate against a set of (2+) discounts for a vendor

Scenario: Vendor ABC has three tiers of discounts with the following structure

  • Tier 1: 5% up to $10,000 annual spend
  • Tier 2: 10% up to $50,000 annual spend
  • Tier 3: 15% up to $100,000 annual spend

Configuration Step 1: Build your tier 1 threshold rule. Note: Multiple vendors can be assigned to tier rules if they share the same tier thresholds and rates.

  1. Create a rule for Tier 1, populate rule Name, Category, and Description. Recommended to name the rule with the Vendor Name and Tier 1 Discount and use the Discount category.
  2. Next, add a condition for Annual Spend – Is less than or equal to the tier 1 threshold (10000 USD)
  3. Then, using the Add additional subparameter select the vendor (Vendor ABC).
  4. Finally, using the “AND” parameter, add a condition for Invoice Discount total – Is less than and input the tier 1 discount rate (5%). It is recommended to input the tier and rate in the action comment.

Configuration Step 2: Clone your rule from Step 1.

Configuration Step 3: Update the following rule values to the new discount rule tier and rates.

  1. Name: Update to Tier 2 values (e.g. Vendor ABC Tier 2 Discount)
  2. Description (if applicable)
  3. Action Comment: Update to Tier 2 comment (e.g. Vendor ABC Tier 2 Discount of 10% is not met.)

Configuration Step 4: Build your tier 2 threshold rule.

  1. Create your lower tier and higher tier thresholds. Update condition Annual Spend – Is less than or equal to and input your tier 2 threshold (50000 USD).
  2. Using the “AND” parameter, add condition Annual Spend – Is greater than and input the tier 1 threshold (10000USD), this creates the tier 1 and tier 2 parameters.
  3. Lastly, adjust the Invoice Discount total – Is less than to the tier 2 discount rate (10%).

Configuration Step 5: Clone your rule from Step 4.

Configuration Step 6: Update the following rule values to the new discount rule tier and rates.

  1. Name: Update to Tier 3 values (e.g. Vendor ABC Tier 3 Discount)
  2. Description (if applicable)
  3. Action Comment: Update to Tier 3 comment (e.g. Vendor ABC Tier 3 Discount of 10% is not met.)

Configuration Step 7: Build your tier 3 threshold rule.

  1. Create your lower tier and higher tier thresholds. Update condition Annual Spend – Is less than or equal to and input your tier 3 threshold (100000 USD).
  2. Using the “AND” parameter, add condition Annual Spend – Is greater than and input the tier 2 threshold (50000 USD), this creates the tier 1 and tier 2 parameters.
  3. Lastly, adjust the Invoice Discount total – Is less than to the tier 3 discount rate (15%).

Configuration Step 8: Create additional Tiers by replicating Step 7 until all tier rules are created for the vendor.

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