The following will be covered in this article:
What are Custom Fields
Custom Fields setup in QuickBooks Online
Custom Fields linking in LeanLaw
How to clear a LeanLaw value field, how to disable custom field overall
Using Custom Fields in Reports
Troubleshooting missing matter numbers on invoices
Locating missing matters or invoices
Note: Want to use this feature? You'll need to have upgraded to QuickBooks Online Advanced. If you don't have QuickBooks Online Advanced, here's how to add custom fields for other QuickBooks versions.
What are Custom Fields
The Custom Fields Tool allows you to link fields in LeanLaw to fields in QuickBooks Online. The ability to create and link custom fields for Invoices has been present for a while in all versions of QuickBooks Online. Now, a user that is setup for QuickBooks Online Advanced account can utilize mapping custom fields in LeanLaw to QuickBooks Online report fields.
Custom Fields setup in QuickBooks Online
Custom Fields are accessed in Settings in QuickBooks Online.
Open QuickBooks Online
Go to the Settings
Select Custom Fields from the Lists Column
Select the green Add Field button
Using Custom Fields in Reports
From here you will need to Create a Name, Data Type, Category, and select the Forms you would like to apply the Custom Field to. The Name you give is what will show in the Custom Fields setup in LeanLaw on the next step and show as the column name wherever you map the Custom Field to.
There are four Data Types that you can choose from:
Data Type | Example | More Info |
Text and Number | Norman1292 | Text and Number |
Number Only | 34294 | Numbers Only |
Date | 1/21/21 | Date Format |
Dropdown List | Originating Attorney Responsible Attorney | Allows a Dropdown to select from a List |
While most of the Data Types are self explanatory, if you choose a Data Type of Dropdown, you will need to add the Dropdown options. You will want to ensure that you create the same number of options as you have in LeanLaw, and name them the same as you did in LeanLaw.
The Category will designate whether the field will show in the Customer, Transaction, or Vendor Category. The Form selection will designate what Forms the Custom Field will be on.
Once you Save the Custom Field, you will have access to Edit it and Activate/ Inactivate the Custom Field. If the Custom Field is inactive, it will not be available in the Custom Fields in LeanLaw.
Custom Fields linking in LeanLaw
Custom Fields can be accessed in the Firm Settings in LeanLaw.
Open the LeanLaw Settings page ⚙
Under the Firm Settings section, select the Invoice Presentation option.
Click the Custom Fields button towards the bottom of the page.
If your QuickBooks Online Custom Field is Active, you will see it in the LeanLaw Custom Fields. You will need select a LeanLaw Value and then Map the Values.
How to clear a LeanLaw value field, how to disable custom field overall
To keep a Custom Field from displaying in the LeanLaw Custom Fields, it must be disabled in QuickBooks Online. In LeanLaw, only Custom Fields with the checkbox checked will be active in reports.
If a Custom Field needs to be edited in LeanLaw, you can clear out the Value Field and re-create the LeanLaw Custom Field. If you clear a Value Field that is a Dropdown, you will need to also re-map after selecting a new Value Field. Troubleshooting Custom Fields Issues
Missing Matter Numbers on Invoices
If matter numbers are not appearing on your invoices despite being mapped correctly, the issue could be due to a mismatch in field data types between QuickBooks and LeanLaw.
Steps to Resolve:
Create a New Custom Field in QuickBooks:
Go to QuickBooks and create a new custom field with the data type set to
Text.
Map the New Field in LeanLaw:
Go to Custom Field Mapping in LeanLaw.
Map the new custom field in QuickBooks to the "Matter Number" field in LeanLaw.
Update Your Invoice Template in LeanLaw:
Navigate to Settings > Invoice Email in LeanLaw and open your invoice template.
Click 'Configure' and select
KL Matter #.Go to Custom Field Settings and choose
Matter IDas the LeanLaw value for the KL Matter # field.Click 'Save'.
Sync and Test the Changes:
Bring one invoice back to draft status and send it to QuickBooks to sync the changes. The matter number should now appear properly on the invoice.
Locating Missing Matters or Invoices
If you cannot find a matter or its invoices in LeanLaw but they are visible in QuickBooks, the issue may be due to the matter being archived.
How to Check and Resolve:
Archived matters in LeanLaw are hidden by default, which also hides their associated invoices.
To view or manage archived matters:
Navigate to the section listing archived matters in LeanLaw.
Ensure the filters for active/archived matters are set appropriately.
Unarchive the relevant matter as necessary to restore its visibility.
What's Next?
Go ahead and learn How to Use Custom Fields in QuickBooks Online Reports. Additionally, explore how to troubleshoot Missing Matter Numbers on Invoices and Locating Missing Matters or Invoices in LeanLaw for a more complete understanding.