Skip to content
More support
  • There are no suggestions because the search field is empty.

How To Review Invoices as a Carrier

BAP Invoice Review Process — Step‑by‑Step Guide


This document provides a consistent, repeatable process for reviewing vendor invoices in BAP. It helps ensure accuracy, compliance, and uniform handling of system alerts across all reviewers.

1) Access the Invoice Management Page

  1. From the Main Menu, go to Vendor Management.
  2. Select a Vendor from the list and click Select.
  3. Filter the invoice list to Pending invoices.
    • This ensures you only see invoices that require action.

2) Open an Invoice and Review Key Information

After selecting an invoice:

Top Section

  • Shows Assignment information, Claim information, and the Gross estimate amount.
  • Use this information to verify that the invoice corresponds to the correct assignment and claim.

Bottom Section — Comments

  • System Alerts: Explain why the invoice is in “Pending” status.
  • Vendor/Biller Comments: Provide context or justification for specific charges.

How to use this area:
Start by reviewing the System Alerts to understand what needs attention, then read Vendor Comments for any provided explanations.

3) Review Line‑Item Flags

Items that caused the pending status will:

  • Appear highlighted in orange
  • Display information icons describing the issue

Focus on these items first. They indicate where limits were exceeded, extra expenses were added, or potential duplicates were detected.

4) Review Attachments (If Provided)

Select View Attachments to open any files associated with the invoice.

Common attachments may include:

  • Mileage maps
  • Reports
  • Receipts
  • Other claim‑related documentation

Use these attachments to confirm or validate the vendor’s billed items.

5) Make a Decision: Approve or Reject

Use the status dropdown:

To Approve:

  • Select Ready for Payment.

To Reject:

  • Select Rejected.
  • Enter clear, actionable comments to help the vendor correct the invoice.

Examples of helpful rejection comments:

  • Identify the specific item to correct
  • Reference the relevant limit or rule
  • State what must be added (e.g., receipt, approval, adjustment)

After selecting a status, click Save to complete the action.

Rejected invoices return to the vendor for correction, resubmission, or voiding.6) Continue Reviewing

Use the Next option or return to the list to continue reviewing pending invoices for the vendor.

Review is complete when the vendor's pending list is empty.

System Alerts — Detailed Reviewer Guidance

These alerts explain why the invoice requires manual review. Below are interpretations and recommended decision steps.

A) Preapproved Unit of Measure Amount Exceeded

What This Means

A billed unit of measure exceeded its configured limit.

How to Review

  1. Compare the billed amount to the contract or the preapproved limit.
  2. Check comments for justification.
  3. Review attachments for documentation.
  4. Confirm whether circumstances reasonably support the higher charge.

Approval Guidance

Approve if:

  • Documentation supports the variance
  • The charge aligns with policy or client‑approved exceptions

Reject if:

  • No documentation or justification is provided
  • The fee violates agreed limits

Rejection Comment Example:
“The charge for [unit] exceeds the limit of $[cap]. Please adjust or provide documented approval.”

B) Additional Expense Amount Exceeded

What This Means

A vendor entered a non‑standard fee in the Additional Expenses area that exceeds tolerance levels or is not included in the contract.

How to Review

  1. Identify what the expense is and why it was billed.
  2. Confirm whether the contract allows similar pass‑through expenses.
  3. Look for receipts, approvals, or supporting documents.
  4. Evaluate whether the cost is reasonable for the claim.

Approval Guidance

Approve if:

  • Documentation validates the cost
  • It’s reasonable and allowed by policy

Reject if:

  • It’s undocumented, unrelated, or outside the contract terms

Rejection Comment Example:
“Please provide a receipt or approval for ‘[expense]’ or remove it from the invoice.”

C) Unit of Measure Does Not Have a Cap

What This Means

A billed unit has no cap configured, so the system flags it for manual review each time.

How to Review

  1. Compare the amount to typical or expected values.
  2. Check comments for explanation.
  3. Review attachments for context.

Approval Guidance

Approve if the amount appears reasonable.
Reject if the charge seems excessive or inconsistent with norms.

Process Improvement

Work with your Customer Success Manager to learn how to set or adjust caps for this unit so future invoices won’t be unnecessarily flagged.

Rejection Comment Example:
“The amount for [unit] appears above typical norms. Please revise or provide justification.”

D) Duplicate Invoice — Identical Role and Claim Number

What This Means

An invoice was previously submitted for the same assignment and claim.

How to Review

  1. Open the referenced older invoice.
  2. Compare dates, units, charges, and descriptions.
  3. Check whether this is a legitimate supplement or an accidental duplicate.

Approval Guidance

Approve if:

  • It is a true supplement with additional billable items

Reject if:

  • It duplicates a previous charge without valid reason

Rejection Comment Example:
“This appears to duplicate invoice #[number]. Please update as a supplement or clarify the difference.”

E) Supplements Review

How to Check

Use the invoice type filter to switch to Supplement invoices.

How to Review Supplements

  • Verify the charges represent new work or scope
  • Confirm they are not duplicative
  • Ensure documentation supports the additional items

Approve when properly documented; reject when unclear or duplicative.

F) Monitoring the Message Center

The Message Center may contain:

  • Vendor questions
  • Additional documentation for rejected invoices

A yellow indicator shows unread messages. Checking messages regularly prevents delays or miscommunication.

Approval & Rejection Best Practices

For Approvals

  • Ensure all alerts have been addressed
  • Confirm attachments support any exceptions
  • Verify the correct status is selected before saving

For Rejections

  • Use clear, specific language
  • Identify exactly what needs to change
  • Maintain a helpful, professional tone to reduce back‑and‑forth

Conclusion

Your review is complete when:

  • All pending invoices for the vendor are handled
  • All system alerts have been addressed
  • All communication related to rejections has been checked