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Use bulk entry for repeated data entry and financial batch review for approvals. They are separate actions: logging records does not approve or pay them.

Prepare the batch

Gather a row for each intended expense, check, or resolution. Include its case, office, source reference, amount, dates, and the fields needed for that record type. Search for existing records first. Keep the source documents available for review.

Log expenses, checks, or resolutions

  1. Open the appropriate accounting list and its bulk-add control.
  2. Choose the case for each row. Search by the available case details; you can search accessible cases beyond the initially loaded list.
  3. Enter the record-specific details. Check every row’s client and office before assigning a vendor, contact, or bank account.
  4. For resolutions, prepare Draft terms and confirm fees and dates. Activation and bank routing remain accounting steps.
  5. Review the batch and submit up to 100 rows at a time.
  6. Read the saved count and each row’s result. Open a saved record and confirm its details before starting the next batch.
Each row uses the same permissions and office checks as ordinary entry. Being able to select a case does not authorize using another office’s bank account or contact.

Recover from partial success

Invoice and lien bulk entry also retains only unconfirmed rows after a partial save. While saving, the form is locked. If a row’s result is uncertain, check the destination list using the case and displayed record ID before submitting it again. Successful rows are removed from the entry form; failed rows remain with errors. Fix and resubmit the remaining rows. Do not paste the original entire batch back into the form. If the result is uncertain because the browser closed or the connection dropped, search the destination list for the original case, reference, amount, and date before retrying. Keep a source checklist so another staff member can see which rows were saved.

Approve a batch

Open Approvals → Financial batch review, choose Expenses or Resolutions, select up to 25 items, and select Review selected. Read the summaries before Approve reviewed items. See the complete review procedure.

Change check status or close resolutions

For a check status change or deletion, inspect the selection and confirmation carefully. Every selected case must pass authorization; a bulk action is not a shortcut around restricted cases. For resolution closure, all selected resolutions must be Finalized and have no blocking mismatch. If one does not qualify, the bulk close does not close the rest. Correct that resolution or remove it from the selection and review the batch again.

Export without accidentally recording payment

Export Current Page and Export Selected describe what rows the file includes. Export & Mark Paid also changes payment records. Read the confirmation before using it. If a download fails after marking records Paid, export those Paid records again; do not repeat the payment action just to obtain the file. A general expense CSV is not automatically a QuickBooks import template.

Missing cases in cross-case work

Confirm the active organization and search terms. Ask an administrator to check your Accounting permissions and case/child-office scope using a known case ID. Do not create a duplicate case to make it selectable.

Import a spreadsheet with case matching

For invoice or expense imports, open the list’s Import CSV control and use Download Template to inspect the expected fields. This is separate from entering rows with Bulk Add.
  1. Keep claim numbers as text, including leading zeros. Names and claim numbers identify different things; a vendor’s statement may not include your internal case number.
  2. Upload the file and review validation and case matches. The import can use supported case/claim references and available name or memo matching; a suggested match still needs your review.
  3. For unmatched rows, use the case-mapping step to select the intended accessible case. Do not guess when several cases have similar names.
  4. Compare amounts, vendors, invoice numbers, dates, and due dates before importing. Resolve duplicate warnings against the source bill rather than routinely choosing Import separately.
  5. Read the import result and locate saved records before retrying failed work.
If a check import reports that checks were saved but the list could not refresh, refresh the list. Do not import the file again: the refresh warning does not undo the saved checks. Recurring-check imports have their own fields and matching flow. Their claim-number matching accepts letters and numbers and normalizes case, spaces, and hyphens. Do not assume every punctuation mark is removed, or that two matching claim numbers in different offices are safely interchangeable. Verify the case, resolution, Period Start, and Period End for each receipt. For daily totals after logging receipts, follow Review daily receipts and outstanding fees.