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Open the matter’s Accounting → Case Expenses. Use Unpaid Queue for outstanding items and All Expenses to include paid history. An empty unpaid queue can coexist with previously paid expenses.

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Record a standalone expense

  1. Select Add Expense.
  2. Search for the Vendor / Payee. Use New only if the correct contact does not already exist.
  3. Select Expense Type, enter the amount, and set Date Charged.
  4. Enter a clear description and any invoice reference. Review the invoice due-date field when applicable.
  5. If you have accounting permission, review Paid By and Payment Timing. Otherwise, leave payment preparation to accounting.
  6. Set the settlement options, add notes, and choose a supporting document from Library.
  7. Select Add Case Expense, then verify the saved row and its details.
Add Case Expense form with vendor search, expense type, amount, date charged, description, and save control.

An expense records the payee, category, charge date, amount, and description.

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Distinguish timing from payment

Pay Now places an expense in the payment queue. The form explains that it becomes paid only when Mark this as paid is selected or a payment completes. Use the paid checkbox to record evidence of an actual payment, not simply because the expense is approved. Paid By can remain Not decided when accounting will choose funding later. Review the saved funding and status when the invoice or expense passes through approval and staging.

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Review settlement treatment

Reimbursable from settlement and Include in settlement breakdown are separate choices. Review both for each expense; the standalone expense form and the inbound invoice wizard can start with different defaults.
Expense form showing Mark this as paid, reimbursement and settlement-inclusion checkboxes, notes, and supporting library document.

Settlement reimbursement, inclusion in the breakdown, and supporting documents are separate settings.

Open Lit Costs alongside Case Expenses when reviewing the costs used in settlement work. Compare the description, amount, payment evidence, and settlement treatment with the underlying expense. If an invoice already created the charge, use that existing expense rather than recording another copy. For the complete sequence, see the litigation-cost lifecycle.

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Follow the cost into the settlement

Check the unpaid, allocated, and outstanding totals together with the selected queue. For settlement proceeds, review the check’s destinations and each disbursement. Allocation and a recorded payment status answer different questions. Before correcting or removing a cost, review its invoice, allocations, and payment records with the accounting owner. Preserve enough supporting information to explain the correction.