A litigation cost moves through intake → review → ready to pay → payment → settlement recovery. QuickBooks handling is a choice within the payment process. A cost can be recorded and paid locally without being sent to QuickBooks.
Who does what?
Your available controls depend on your permissions. An assigned task does not itself grant permission to process payments. Your administrator can configure an unpaid-invoice workflow and assign its tasks to the appropriate accounting user.
1. Record the invoice or expense once
For a vendor invoice, open Accounting → Payables and create the invoice with its expense lines. For a cost without an invoice, record a standalone case expense.
Check the case, vendor, description, invoice reference, amount, and source document. If the expense already exists, link it to the invoice instead of entering the same charge again. The invoice total and its linked expenses represent the same obligation.
Paid By may remain Not decided until accounting reviews the cost. Legal users may not see funding or payment controls.
2. Review and stage for payment
Approval is required only when your firm has configured it. The reviewer checks the invoice and any unpaid expense lines, resolves discrepancies, and stages eligible costs for payment.
Funding suggestions use Cash after a resolution is activated, or when the case is closed; other cases suggest LOC. A Draft resolution alone does not trigger the resolution-based Cash suggestion. Accounting can override the suggestion, including choosing Debit where appropriate.
Staging prepares a cost for payment. It does not pay the vendor or prove that a check has been printed.
3. Choose the payment handling
When accounting records payment, review Paid By, the payment method and reference, and QuickBooks handling. The current payment action records today’s payment date.
QuickBooks choices depend on the connection and firm account setup. Before sending costs, confirm the vendor match, expense/category mapping, and payment account. For HQ accounting, select the appropriate firm and its permitted accounts.
Recording payment, creating a QuickBooks transaction, printing a check, and clearing the bank are separate events. A Paid row in Presolve does not by itself establish all four.
4. Check payment evidence and exports
After payment, inspect the expense’s payment date, method, reference, and linked invoice. For a QuickBooks check, accounting completes printing in QuickBooks. Check-number updates can return to Presolve through the connected integration; investigate a missing reference or failed sync before issuing a replacement.
Export Current Page and Export Selected have different scopes. Export & Mark Paid records payment as well as producing a CSV, so use it only when recording payment is intended. The downloaded rows use the server-confirmed payment results.
The expense CSV includes expense, case, and invoice identifiers; vendor and description; amount; payment facts; and a separate recovered date. If payment succeeds but downloading fails, export again from Paid costs instead of recording a second payment.
A general CSV is not automatically a QuickBooks or Transaction Pro import file. Verify the target format and reconcile any import separately.
5. Record recovery from settlement
Accounting activates the resolution, records incoming settlement funds, and allocates the check to its destinations. An allocation toward a case expense records coverage or recovery of that cost.
Compare the expense amount, allocated amount, and remaining balance. Partial coverage can leave a balance outstanding. The recovered date identifies allocation activity; it is separate from the date the vendor was paid and does not establish bank clearance.
For example, a fictional $125.00 records expense can be paid using LOC while the matter is open, then covered by $125.00 from a later settlement receipt. Keep the original expense and both sets of evidence. Do not create another expense when the settlement reimburses the cost.
Next: Prepare a resolution and hand it to accounting, then review disbursements. 
