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How to Add, Edit, Track, or Record Expenses in Lawcus?

Add expenses from the matter window, activities, or any page to track finances accurately.

Written by Devanshi Kackar
Updated today

Elements of the Expense Entry Form

The Expense Entry Form is designed to capture all the essential details of your work quickly and accurately. Below are the key elements and their functions:

  1. Client: Start by selecting a Client. This will automatically narrow down the Matter list to those associated with that client.

  2. Matter: A Matter must be selected to create an expense entry (if this setting has been made mandatory). By default, Matter is not mandatory. You can enable it by navigating to: Settings > Bill Settings > Activity Settings > Form Settings, then Toggle the Matter option.

  3. Expense Type: Select the Expense Type:

    1. Hard Costs: Out-of-pocket disbursements paid by the firm on behalf of the client, typically reimbursable.

    2. Soft Costs: Internal expenses that support service delivery, often billed as overhead or absorbed by the firm.

  4. Activity Category: Choose the appropriate Activity Category for the entry. You may also utilize UTBMS codes for standardized categorization. For more details, refer to the article on Activity Categories.

  5. Apply Rate: Specify how the rate should be applied (e.g., Rate, Quantity, etc.).

  6. Discounts: Apply a discount if needed:

    1. Percentage-based discount

    2. Fixed-amount discount. Then enter the corresponding value in the Discount field.

  7. Non-Billable Option: Select this checkbox to mark the entry as non-billable if applicable.

  8. Show on Invoice: For transparency, you can still display non-billable entries on the invoice by selecting this option.

  9. Description: Add a detailed Description of the expense. By default, Description is not mandatory. To make it required, go to: Settings > Bill Settings > Activity Settings > Form Settings, then Toggle the Description option.

  10. Private Note: Add a Private Note for internal use and team clarity.

  11. Upload File: Attach supporting documents by dragging and dropping files, or click to browse and upload.

Tip: Use Nova AI to generate clear and professional descriptions effortlessly.

Adding and recording expenses is an important part of managing a client's matter in Lawcus. It helps to ensure that all costs incurred are properly documented and reimbursed by the client. Here are the steps to add and record expenses in Lawcus:

Method 1: Add a new expense from a matter

  1. Go to Matters on the left sidebar and select the desired matter to open it.

  2. Navigate to Quick Actions, and click on Add expense.

  3. Alternatively, click on the Expenses tab on the matter and further click on the Add button to add a new expense.

  4. Enter all the required details like Rate, Quantity of the expense, and Date.

  5. Enter other details like Matter Name, Description, and Private Note.

  6. Choose a UTBMS code OR Customized activity category (as applicable) in the Activity category field dropdown menu.

  7. Apply Discounts if applicable. You can also upload files for proof if applicable. To upload files, click on Drag your file here, or click to select a file to upload from your system or you can drag a file to drop there.

  8. Select the Non-billable checkbox to make an expense non-billable. Note that the moment you make an expense as non-billable, you get the option to display the non-billable expense on invoices. To do that select the checkbox that states Display this entry on the invoice. Otherwise, non-billable expenses will be excluded from the invoice.

  9. Click on Save to record the expense entry. Use Save & Add New option to save the entry and add a new entry. Use Save & Duplicate option to save the entry and create a duplicate form to retain some of the details.

Method 2: Add a new expense under Activities

  1. Click on Activities on the left sidebar, and click on the dropdown next to New Time Entry, and select New Expense from the options available.​

  2. Follow all the steps mentioned under Method 1.

Method 3: Add a new expense from any page

  1. Click on the +New button on the top and select New Expense under Billing.

  2. Follow all the steps mentioned under Method 1.

Method 4: Add a new expense with workflow

To add expenses through a workflow, refer to our published documentation.

Adding a file to the expense is the best way to submit proof of expenses, and this makes the entire claiming process more transparent.

How to Edit or Track Expenses in Lawcus

Method 1: Edit an Expense from a Matter

  1. Go to Matters from the left sidebar and open the desired matter.

  2. Navigate to the Expenses tab.

  3. Locate the expense you want to edit.

  4. Click on the expense entry to open it.

  5. Update the required fields, such as:

    • Rate or Quantity

    • Expense Type (Hard Cost / Soft Cost)

    • Activity Category or UTBMS Code

    • Description or Private Notes

    • Date or Discounts

Click Save to apply the changes.

Method 2: Edit an Expense from Activities

  1. Go to Activities from the left sidebar.

  2. Filter or search for the expense entry.

  3. Click on the expense to open it.

  4. Make the necessary updates.

Click Save.
​

Note: Expenses can only be edited while they are uninvoiced. Once an expense has been included in an invoice, it can no longer be edited.

Tracking Expenses in Lawcus

Method 1. Track Expenses from a Matter

  1. Open a Matter and go to the Expenses tab.

  2. View all expenses associated with that matter.

  3. Monitor details like:

    • Amount

    • Billing status

    • Category

    • Attached files

This helps ensure all costs related to a case are properly recorded and billed.
​

Method 2. Track Expenses from the Activities

  1. Go to Activities from left hand side panel and go to the Expenses tab.

  2. View all expenses associated with that matter.

  3. Monitor details like:

    • Amount

    • Billing status

    • Category

    • Attached files.

Method 3. Track Expenses from the Reports

  1. Go to the Dashboard from the left-hand side panel, then select Reports.

  2. Click the “+” icon to create a new custom report.

  3. Name the report accordingly (for example, Tracking Expenses).

  4. Set the report type to Expense.

  5. You can then add the required columns, such as expense type, date, status, created by, quantity, and rate, as needed.

  6. Finally, click Save and Run to save and generate the report.

Note: You can also use and customize pre-built reports by adding or removing columns as needed. Examples include: Expense by Client, Expense by Matter, Expense by Timekeepers, Billable Expense by Matter, and Expense Details.

Related Articles
How to Add a New Time Entry in Lawcus?
How to Automate Expense Creation with Workflows?
How to create expense entries using UTBMS codes?
How to Add Flat or Fixed Fees?
How to Create Non-Billable Time Entry, Flat Fees, & Expenses in Lawcus?
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