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How to Enter Individual or Bulk Out of Pocket Costs (Expense Recovery)

For Canada, as Matters are set to be taxable, the system is set to automatically mark all soft costs as “taxable”, unless those expense items are set as “non-taxable” under setup.  You may change this on the expense card, if desired.

How To Enter Individual Out-of-Pocket Costs

On the Matter Screen > Select Matter > Soft Cost > Enter information

How to Enter Bulk Expense Recovery Entries

For detailed instructions on capturing and importing bulk expense recovery items, click here.

How to Group Identical Soft Cost Items on Invoice

Most users prefer to show cost recovery items such as photocopies, telephone, etc as one single line item on the invoice as opposed to individual line items. For this effect, when generating the invoice, ensure flag “Group identical soft cost charges for Invoice Printing”. For any prior unpaid invoice, you can edit and turn this flag on. With this flag, soft cost items which have identical title, description, and the rate will be combined when printing the invoice.

The title and rate will appear on the invoice, as will the description if it is pre-set to the expense in Set Up -> List Items -> Expense.

How to Enter Overhead (Expense Recovery)

Overhead is applied at the time the invoice is created.  For many attorneys, it is applied in lieu of soft costs. Overhead is taxable, and overhead % can be setup globally for all invoices the firm generates:

Setup > Firm Settings > Financial > Misc Settings > Overhead Charges > Save


If Matter is taxable, taxes will be added automatically; create invoice

Go to Matters > Select a client matter > click Details > select billing > click Invoice tab > click add

  • Confirm dates for invoice, due date, and include time/expense through

  • Note the overhead charges

  • Note Total Tax Applied. For detailed breakdown Click Arrow. See Understanding Total Taxes on Invoices and Reimbursement Logic.

Updated on August 15, 2019

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