Since CosmoLex contains fully integrated accounting, expense can be of two types

Hard Cost - Billing for items in which you paid an amount out of pocket, and now seeking reimbursement. They are directly linked to a particular transaction, such as filing fees, postage, court costs etc. For steps on adding those expenses, Click HERE
Soft Cost - Billing for items which are already expensed as office expenses such as telephone, copies, mileage, etc.

NOTE: If you do not plan on using CosmoLex for business accounting at this time, you should enter ALL expenses as soft costs. If in the future you wish to enter the associated transactions, you can link them.


SOFT COST

  • To add a soft cost expense to a matter, Highlight the matter > click on soft cost button to the right of the screen.

  
  • You can also add a soft cost expense from Matter Details > Time Expense Cards > Add Expense > Soft Cost

 
                                                     
                                   Entering Expense


 
Enter Info
 
  • Timekeeper (Required) - Select the person charging the expense. Their initials will be listed next to this item on the invoice
** NOTE: If you only have one timekeeper, you can set a default timekeeper under
     Setup > Settings > Default Settings 
  • Date (Required) - The date the expense occurred
  • Expense (Required) - Here you must enter an expense, either from the drop-down list, or you can type in the field. You can manage and customize your task list under Setup > List Items > Expenses
  • Description - The detail of the expense that occurred. You can set descriptions under Setup > List Items > Expenses so that it will populate automatically when an expense is selected. 

Amount
  • Quantity: the quantity of this expense. This will default to 1
  • Rate/Price - Enter the amount of the expense. For common expenses, you can enter the rate under Setup > List Items > Expenses
  • Value - Calculated based on the Rate/Price x Quantity. This is the amount which will display on the invoice


Advanced Settings



Billing Info Tab


Billing Status - How you wish to/not to bill your client for this task
BillableThe default option. This is for items which you will bill your client for.
UnbillableThis is for items that you want to track for internal reasons, but will not be billing the client for, and do not want them listed on the invoice 
No Charge - This is for items which you are completing free of charge as a courtesy for your client, but you want the value to be shown on the invoice. (Value: $200  Charge: $0.00)
  • Hold - If you wish to place this item on hold will not bill)
  • Non-Taxable - This gets carried from the matter settings
  • Flag - You can flag priority for this card to be billed
  • Notes - Internal notes for this task (will not display on invoice)

Click SAVE to add the expense to this matter
You can also click SAVE AND NEW to open a new expense card for the same matter




Editing an Expense Card (Soft Cost)
  • Entered (not yet billed): you can select the expense card, click Edit and make any changes necessary
  • While generating your invoice: When in the "Add Invoice" Screen, each card has an edit button to the right, you can click there, make changes and save for them to apply to the invoice you are generating
  • After Invoice Generation (billed): You must edit the invoice, then select the edit button to the right of the respective time entry. Make changes, save, then select "Generate" to update the invoice


Deleting an Expense Card (Soft Cost)
  • Entered (not yet billed): you can select the expense card, click Delete to remove the time card
  • After Invoice Generation (billed): You must edit the invoice, DESELECT the card you wish to delete, then select "Generate" to update the invoice, That card will then be listed ad Entered (unbilled) and can be deleted