How to Manage Expenses

Objectives

• Record a new expense 
• Access, edit and manage expenses 

Steps

In the Billing Module, you can manage various types of expenses, such as court fees, expert fees, translation costs, and more.

• Open the Billing Module

• Click on Purchases→ Expenses, and choose the option you need.

Adding a New Expense:

• To record an expense, follow these steps:

  • Click Expenses → Add Expense
  • Alternatively, add an expense via:
    • The Tools button in the expenses grid
    • The Quick Create button in the main menu

• Fill out the mandatory fields: 
  • Expense Category: Choose from the list of predefined categories set in the Billing Settings. 
  • Payment Method: The method determines the types of accounts that appear accordingly:
    1. Cash: Cash Accounts
    2. Credit Card: Liability of type Credit Card Accounts
    3. Cheque & Bank: Bank Accounts
    4. Online payment: Bank Accounts and Credit Card Accounts
    5. Other: Cash, Bank, and Credit Card Accounts
  • Paid Through Account: The Account that appears as per the Payment Method. Accounts can be added on the fly via the Add account hyperlink.
  • Amount: The paid amount. 
  • Paid On: date of the expense payment.

• Additional Information:

  • Tax, Reference Number, Supplier, Comments, or Attachments (such as receipts or supporting documents)
  • Expense Allocation: Link the expense to Matters, Contracts, Tasks, or Hearings
  • Client-Related Expenses:
    • Specify whether it is billable or non-billable
    • Assign it to a client account if applicable

Managing Expenses from the Expenses Grid

All recorded expenses are listed in the Expense Grid, accessible via:
Purchases → Expenses → List Expenses

The Expense Grid allows you to:
✔ Track & manage recorded expenses
✔ Search & filter using advanced search
✔ Generate reports
✔ Add bulk expenses

Each expense displays amount, status, related client account, and more.

Actions from the Expenses Grid

Using the settings wheel next to each expense, you can:

• View/Edit expense details
• Change billing status
• Approve, review, or cancel expenses before invoicing (based on admin approval settings)
• Open the expense page for further actions

Expense Page 

The Expense Page provides an overview of:

• Details (client name, amount, status, billing status)
• Attachments, Comments & Activity History

From this page, you can:

• Edit, print, or delete expenses 

• Use inline editing for quick updates to fields like Category, Reference Number, Supplier Name, and Description

• Change status via the dropdown menu (Open, Needs Revision, Approved, etc.)

• Add comments to communicate updates or notes

For more information about LEXZUR, kindly reach out to us at help@lexzur.com.

Thank you!