This article will cover the following topics:
Viewing and filtering expenses on the Expenses Page
Creating expense entries
Editing and deleting expense entries
What user options affect the expense entry screen
Viewing and Filtering Expenses
When viewing the Expenses page, you’ll find various filter options located on the left side. You can choose from several filters, including Client, Matter, Show Matters for User, Time Period, Assigned to, Expense Type (which includes QuickBooks Online categories), and Show Billed.
Tip: The search bar is available for you to look through your expenses by entering keywords from the expense descriptions or names of clients and matters.
LeanLaw marks any expense created in QuickBooks Online with a green dot next to it. You can access the QuickBooks version of the expense by clicking the three dots on the right. If you don’t see this option, it means the expense hasn't been submitted through QuickBooks.
In the top right corner of the screen, you'll find the Print and Export buttons. You can print a hard copy or save your document as a PDF file. The Export button enables you to export the data to a CSV file, which can be opened in Microsoft Excel or any other spreadsheet application.
Visibility to Clients/Matters
If you're unable to find a specific client or matter, even with the "Include on All Matters" setting enabled for your user, try this:
1. Go to the Show Matters Involving filter, and select your user name in the dropdown.
3. Make sure the Responsible and Originating checkboxes are unchecked.
If your user doesn't have the "Include on All Matters" setting enabled, you may be unable to view specific clients or matters unless you are directly associated with them.
Creating Expense Entries
On the Expenses page, you can create an Expense by clicking the green "Add Expense" button located in the top right corner. This action will open the Add Expense window, where you can choose between Standard and Advanced options.
To create an expense, you'll need to fill in the following fields: Client, Matter, Date, Invoice Description, Amount, and Expense Code (if LEDES is enabled).
Tip: The Expense Template feature can be used to set up an expense with a predefined amount, description, and LEDES code. Templates are created in Firm Settings on the Expense Templates page.
Editing and Deleting Expenses
You can edit or delete an expense by clicking on it in the Expenses page. To make changes, edit and click the Save Changes button. In the Edit Expense window, you can also delete the expense by selecting the Delete button at the bottom of the pane.
QuickBooks Online Expense Sync
You can create expenses in QuickBooks Online and sync them to LeanLaw once you've categorized them in the QuickBooks section of your Firm Settings. For additional details, check out our article on syncing expenses from QuickBooks.