Overview
If your firm uses only QuickBooks Online and is starting with LeanLaw, you can import your existing QBO customers (and sub-customers, if you use them) as LeanLaw clients and matters.
One thing to be aware of before you import: your firm’s accounting setting (client-based or matter-based) controls how LeanLaw maps to QuickBooks and what you see on the import page. If you’re not sure which you use, see Client-based/Matter-based Accounting.
When to Use This Import
Use this import when:
You're migrating to LeanLaw and your firm has been using only QuickBooks Online (no other practice management system)
Your client (and matter) data is already in QBO – as customers, and if you use matter-level accounting, as sub-customers
You want to preserve QuickBooks links – so new invoices and trust activity in LeanLaw sync correctly to the right QBO customer
Not for you? If you're migrating from Clio, PCLaw, Tabs3, or another legal system, see Migrating from Other Software instead.
Where to Find It
Log in to LeanLaw.
Click the Settings gear icon (top right).
Navigate to Settings → Integrations → QuickBooks.
On the QuickBooks Integration page, click the Import Clients from QuickBooks button.
Note: Your company must be connected to QuickBooks Online and have an operating account configured before you can use this import. The button appears only when you're successfully connected to QuickBooks.
Step-by-Step Instructions
1. Click the "Import Clients from QuickBooks button
When you open the import page, a blue info box at the top shows whether your firm uses Client Level or Matter Level accounting. That setting affects how the table below is organized (e.g. parent + sub-customers for matter-level, or one row per customer for client-level). The import steps are the same either way. If you’re unsure what the setting means, see Client-based/Matter-based Accounting.
2. Set the Default Responsible Attorney
Use the Default Responsible Attorney dropdown to choose the attorney who will be assigned to newly imported matters. This defaults to your logged-in user. You can override this per-matter in the table before importing.
3. Review and Select Customers to Import
The import screen shows a table of your QuickBooks customers. What you see depends on your accounting setting: with matter-level accounting you’ll see parent customers with sub-customers (matters) indented underneath; with client-level you’ll see one row per customer. Already-imported rows appear checked and disabled.
Column | Description |
Checkbox | Select which customers (and, for matter-level, which sub-customers) to import. |
QuickBooks Client/Customer | Customer or sub-customer name from QuickBooks. Click to view or connect. |
Responsible | Dropdown to assign the responsible attorney for that client or matter. |
Tips:
Filter List – Use the search box to find customers by name.
Hide clients that are already imported – Check this to show only customers not yet linked to LeanLaw.
For matter-level: check the sub-customers (matters) you want; each becomes a LeanLaw matter and the parent is the client. For client-level: check the customers you want; each becomes a LeanLaw client (you can add matters in LeanLaw afterward).
4. Match Existing LeanLaw Clients (Optional)
If you already created some clients or matters manually in LeanLaw, the import screen may show "Connects with existing LeanLaw client" or "Connects with existing LeanLaw matter" in italics. In that case, the import will link the QBO customer to that existing record instead of creating a duplicate. This is useful if you've already created some records and want to connect them to QuickBooks.
5. Start the Import
Review your selections in the table.
Click the Import Clients button at the top left.
Confirm when prompted. You'll see a confirmation dialog showing how many clients and matters will be imported (e.g., "It's one client and one matter").
Click OK to proceed.
The import may take a few minutes depending on how many clients and matters you selected. You can follow the progress in the table – each row will show a spinner while processing, then a green icon when complete.
What Gets Imported from QuickBooks
Client Data
The import pulls contact information from your QuickBooks customers:
LeanLaw Field | QuickBooks Source | Example |
Display name | Customer DisplayName | "Pearson Specter" or "Litt Wheeler" |
Company name | CompanyName | "Pearson Specter LLP" |
First name | GivenName | "Harvey" |
Last name | FamilyName | "Specter" |
Title | Title | "Managing Partner" |
Primary Email Address | ||
Phone | Primary Phone | "(555) 123-4567" |
Cell | Mobile | "(555) 987-6543" |
Fax | Fax | "(555) 123-4568" |
Other phone | Alternate Phone | "(555) 555-5555" |
Address | Bill Address | Full billing address with lines, city, state, ZIP, country |
Matter Data
LeanLaw Field | QuickBooks Source | Example |
Matter name | Sub-customer DisplayName | "Pearson Specter - M&A Deal", "Litt - Patent Litigation" |
QuickBooks ID (link) | Sub-customer Id | Used so invoices and trust sync to the correct QBO sub-customer |
Troubleshooting
Troubleshooting
"The Import button is grayed out or not visible"
Ensure you're connected to QuickBooks Online first.
Check that your operating account is configured.
"I don't see my QuickBooks customers in the list"
Ensure customers exist in QuickBooks and are marked as active.
Try unchecking "Hide clients that are already imported" – they may already be linked.
"The import says 'Connects with existing LeanLaw client' but I want a new client"
This happens when QuickBooks customer names match existing LeanLaw client names. Rename one of them to avoid the auto-match, or contact support to disconnect the existing link first.
"What happens to my QuickBooks invoices and payments after import?"
Historical invoices and payments remain in QuickBooks. Future invoices created in LeanLaw will sync to QuickBooks automatically.
Need Help?
If you run into issues or have questions about the import, contact support@myleanlaw.com or use the chat function in LeanLaw.