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How to Add or Record Expenses in Lawcus?

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

Devanshi Kackar avatar
Written by Devanshi Kackar
Updated yesterday

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

Related Articles
How to Create an Invoice in Lawcus?
How to Add a New Time Entry in Lawcus?
How to Automate Expense Creation with Workflows?
How to Add Flat or Fixed Fees?
Displaying Non-Billable Activities on Lawcus Invoices
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