Add a Soft Cost

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Examples include:

• Photocopies
• Printing
• Long-distance phone calls

As a firm, you need to decide how to seek reimbursement for these items. You may choose to absorb the cost and not charge your client, add a % fee to every invoice, or itemize these charges. Soft cost entry is meant for those who wish to itemize. If you wish to charge a % fee, you can add an overhead charge.

Add a Soft Cost

You can add a soft cost from:

• Use the Keyboard Shortcuts (S key on the keyboard)
• Mobile App
• Global Add Shortcut
• Matter Landing Page
• Matter Details
• Billing

Global Add Shortcut

1. 1. From atop the right side of the screen, click the Quick Action (plus sign).
   2. From the drop-down that displays, click Expense (Soft Cost).

      The Add Expense screen opens.
      

Matter Landing Page

1. 1. From the left navigation panel, click Matters.
   2. On the Matters screen, select the matter and click on the three dots at the end of the row and from the drop-down, click Add Expense - Soft Cost.
      
      

Matter Details

1. 1. From the left navigation panel, click Matters.
   2. In the Matters screen, double-click the matter, or single-click the matter to highlight it, then from the three-dot menu, click View.
   3. From the tabs atop Matters Details, click Billing.
   4. From the tabs atop the Billing screen, click Time/Expense.
   5. From the toolbar atop the Time/Expense screen, click Add Expense > Soft Cost.
      
   6. In the soft cost modal that opens, enter the details.
   7. Enter all applicable billing information for your timecard. If you wish to add additional information and documents, click Next.
   8. If you wish to quickly enter the relevant information and enter another expense card, click Save and New.
   9. If you are satisfied with the information you've entered, click Save.
      

Billing

1. 1. From the left navigation panel, click Billing.
   2. From the Billing menu, click Time/Expense.
   3. From the toolbar atop the Time/Expense screen, click Add Expense > Soft Cost.
      The Add Expense screen opens.

Soft Cost Fields

Billing Info Tab

 

Client/Matter		This will get pre-filled if you add a soft cost from the matter screen. Enter the matter name if you are adding a soft cost using the shortcut key, quick action or from Billing.
Expense		Click an expense from the drop-down list, or enter one into the field. You can customize your drop-down list. If you choose the "Group identical soft cost charges for Invoice Printing" option when generating a bill, this expense name must be identical for those items to the group. If this is an eBilling-enabled file, you will see "˜E' codes listed instead.
Date		This date will default to today's date but can be changed if needed. This is the date that will be displayed on the invoice.
Timekeeper		Select the person charging for the expense. Timekeepers can be added/removed under setup. This list also takes into account any timekeeper restrictions for the user. If you prefer not to have to select the timekeeper every time? Set a default timekeeper for your account.
Rate/Price		Expense amount. For example, if you are billing $0.25 a copy for 50 copies, you would enter the Rate/Price as 0.25. This amount can be up to 5 decimal points. You can standardize rates or prices for commonly used expenses. To add a negative rate, enable negative soft cost expense under Setup > Firm Setting > Accounting.
Quantity		Quantity of items associated with this expense. For example, if you are billing $0.25 a copy for 50 copies, you would enter the quantity as 50. Defaults to 1
Description		A detailed description of the expense. There is a limit of 2,048 characters You can set default descriptions and rates for your expenses. You can also create shorthand descriptions for quick and easy entry.
Billing Status	Billable	This is the default option. The expense will be included in the unbilled balance and displayed on your next invoice.
	No Charge	Items you are completing free of charge, but you want the value displayed on the invoice. For example, Value: $200 Charge: $0.00.
	Non-Billable	Items you want to track for internal rather than billing purposes. Not listed on the invoice.
Taxable	Toggled off	If this setting is off, no tax will apply to this entry.
	Toggled on	If this setting is on, you can review the rates applied to this entry (as determined by the matter setting) and can make changes if needed. These changes will only apply to this entry.

Note: The total in the upper right corner of the form will get updated based on your Rate/Price, Quantity, and Tax.

Additional Info Tab

Custom Labels		Click the arrow and select custom labels from the drop-down
Priority		Choose from Low, Normal, and Critical
Hold		Toggle on to place the expense on hold. The next time you invoice your matter, this item will not be included. When you are ready to bill for it, edit the expense and un-check this box to free it for billing. Tip: On the time/expense tab you can use the filters (on the right) to show items on hold.

Documents Tab

1. In the upper right corner, click Add Document.

2. On the Add File window that opens, search for the document in your native storage by clicking Browse.

3. Either double click the file or select the file and click Open.

4. Once you are sure that you have attached the correct file, click Upload.

5. You can follow the steps above to attach more than one document, if required.

Note: Any document that you attach to the expense does not become part of the invoice when you create an invoice.

Add and manage documents associated with the expense.

Save Options

1. If you wish to add additional information and documents, click Back.
2. If you wish to quickly enter the relevant information and enter another expense card, click Save and New.
3. If you are satisfied with the information you've entered, click Save.