Feature Overview
LeanLaw's expense import tool helps you upload multiple expenses at once, saving time and ensuring accuracy when transferring expense data from external systems into LeanLaw.
Our updated expense import tool is currently in early access. If you are interested in joining the early access program and have a LeanLaw Pro plan, contact our Support team at support@myleanlaw.com to learn more.
Key Capabilities
Import expenses in bulk via CSV file
Download client/matter reference data
Download template CSV file with required fields
Create both LeanLaw soft costs and QuickBooks Online Bills during import
Associate vendors with expenses (required for QuickBooks Online Bills)
View recent imports and push to LeanLaw
How the Import Process Works
Access: Users navigate to the Expenses page and select the "Import Expenses" option
Preparation: Users can download:
Client/matter reference data (with IDs)
Template CSV file with required fields
Import Process:
User clicks "Begin Import" button
Validation interface opens
User maps columns and resolves validation errors
After validation, user saves the import
Finalization:
User returns to Expense Import page
Recent imports table shows status
User clicks to push expenses to LeanLaw
Deletion:
Users can return to the Expense Import page to delete an import
They will be prevented from deleting the import and its expenses if any have been billed
This will only delete the expenses from LeanLaw, not any QuickBooks Online bills already created
Understanding Expense Types and Vendor Information
LeanLaw Expenses (Soft Costs): When importing as "LeanLaw" expenses, these represent soft costs - internal expenses that your firm incurs on behalf of clients, such as:
Photocopying and printing charges
Phone calls and communications
Research database fees
Internal postage and delivery
For LeanLaw expenses, the Vendor field is optional. These expenses are tracked within LeanLaw for client billing purposes but don't create payable obligations in your accounting system.
QuickBooks Online Bills (Hard Costs): When importing as "QBO Bill" expenses, these represent hard costs - actual bills from external vendors that your firm must pay, such as:
Court filing fees
Expert witness fees
Outside copying services
Process server charges
Travel expenses from third-party vendors
For QBO Bill expenses, the Vendor field becomes required. The system validates that the vendor exists in your QuickBooks Online setup and creates actual bills that appear in your accounts payable. This ensures proper expense tracking and payment processing through your accounting workflow.
Important Notes:
The Vendor field must match exactly with vendor names already set up in your QuickBooks Online
QBO Bill expenses create financial obligations that will appear in your QuickBooks payables
LeanLaw expenses are for billing tracking only and don't impact your firm's accounts payable
Required CSV Fields
Field | Description | Required? |
Date | Expense date | Yes |
Client ID | LeanLaw client ID | Yes* |
Client Name | LeanLaw client name | Yes* |
Matter ID | LeanLaw matter ID | Yes* |
Matter Name | LeanLaw matter name | Yes* |
User | Person who incurred expense | Optional |
Amount | Expense amount | Yes |
Description | Expense description | Yes |
Expense Code (LEDES) | LEDES expense code | Optional** |
Expense Type | "LeanLaw" or "QBO Bill" | Optional (defaults to "LeanLaw") |
Vendor | Vendor name in QuickBooks Online | Required for "QBO Bill" type |
(*) It is required to provide enough information to identify a matter. For example:
if you are using unique matter ID across the system, only the matter ID is required
if you are using client IDs and you are also using matter IDs, the client and matter IDs are required
If you are not using IDs at all, both client name and matter names are required
(**) Required for clients with LEDES requirements (see Known Issue #2)
Known Feature Gaps and Workarounds
Matter Assignment for QuickBooks Online Bills
Problem: QuickBooks Online bills imported through the expense import tool don't retain matter assignment for client-billed clients.
Impact: Expenses appear in "Unassigned Expenses" even when matter was specified in import.
Workaround:
Manually assign matters to QuickBooks Online bill expenses after import
For bulk imports, use standard LeanLaw expense type when using matter-billed clients.
LEDES Expense Code Validation
Problem: The import tool allows expenses without required expense codes or with invalid codes.
Impact: LEDES file generation fails later in the workflow, causing interruptions.
Workaround:
Verify expense codes before import
Check "Manage Invoices" for errors before generating LEDES files
Common Questions and Answers
Q: Why don't I see my imported expenses in LeanLaw?
A: Verify you've completed the final step of pushing the import to LeanLaw from the recent imports table on the Expense Import page.
Q: Why are my expenses showing up without matter assignments?
A: If you imported QuickBooks Online Bills for a client-billed client, there's a known issue where matter assignments don't persist. You'll need to manually assign matters to these expenses. Our team is working on a fix.
Q: Can I import expenses that will create bills in QuickBooks Online ?
A: Yes, use the "Expense Type" field in your import file and set it to "QBO Bill". Make sure to include a valid vendor name that exactly matches a vendor in QuickBooks Online .
Q: Why did my LEDES file generation fail after importing expenses?
A: This may occur if expenses were imported without required LEDES codes or with invalid codes. Check your expenses in "Manage Invoices" to identify and correct any missing or invalid codes.
Q: How can I see which import created a specific expense?
A: Currently, there's no direct way to trace an expense back to a specific import. We recommend adding notes in the description field to help identify batches of imported expenses.