Learn how to create, duplicate and delete Matters along with other action on LEAP Desktop, Web and Mobile.
Desktop
Web
iPhone
iPad
Android
Create a New Matter
Click New Matter on the Matter List.
On the right-hand side, select the State from the drop-down list.
On the left-hand side, search for or select the relevant area of law from the list and then choose the matter type.
You can also use the Search field to quickly find your relevant matter type.
On the right-hand side, confirm or change the Client and Other Side selections.
Click to swap out the substitution tables used for Client, Other Side, Other Side's Attorney and Other Side's Insurer based on which party you are acting for.
The Description of the matter will automatically be displayed depending on the Matter Type. Untick Auto to edit it.
This description will appear on your tax invoice and can be searched by on the Matter List.
Click to edit heading
The description of the matter type can be found below the field marked Matter Type Description. It describes use cases for each matter type.
Click OK to continue to Matter Details.
Enter the following information under the Details and Staff sections:
Matter Status - The Matter Status is based on the stage of completion. The matter status will differ depending on the matter type.
Matter No - Enter the Matter No. If the field displays TBA, this indicates that automatic file numbering is enabled. Once the matter is saved, the next available matter number will be assigned.
Originating Attorney - The staff member that brought the work into the firm. This field can be left blank if this does not apply to the matter.
Person Responsible - The Person Responsible is the staff member that is overlooking the matter.
Person Acting - The Person Acting is the staff member working on the matter.
Person Assisting - The Person Assisting is the staff member assisting on the matter.
Click to edit heading
Originating Attorney and Person Assisting are optional fields, but Person Acting and Person Responsible are mandatory and cannot be left blank or removed from the matter details. You must assign another staff member if you are removing the current person acting.
(Optional) Enter the following information under the Referrer section:
Card - You can allocate a referrer against the matter. Click on and select an existing client, agent or other side.
Work Obtained - Allows you to select if the matter came through your website or any marketing materials that your firm may have. It is common practice to run a Work Obtained by Referrer Report to gain an understanding of where your work is coming from.
Reporting Group - Selecting a reporting group will allow for the filter to be used in certain reports.
(Optional) You can restrict staff access to a matter by ticking the Enable Staff Access Control checkbox under the Access & Permissions section and selecting the relevant staff members who can gain access to the matter. See the Restrict Access to a Matter section below for more information.
(Optional) Click the Matter Title tab to define the subject line for all correspondence. Untick Use default to edit it.
(Optional) Click the Accounting tab to enter the following information:
Estimates
Fee Estimate and Disbursement Estimate - Enter Fee Estimate and Disbursement Estimate balances for the duration of the matter.
Show Estimates Warning - If you tick this option, you will be notified once you start billing on the matter and reach a predefined limit of the estimate. For more information, see Setting Up Fee Estimate Warnings.
Retainers
Min. Retainer Balance - Enter the Min. Operating Retainer Balance and Min. Trust Retainer Balance for the duration of the matter.
Click to edit heading
When you tick the Show Balance Warning checkbox for either Min. Operating Retainer Balance or Min. Trust Retainer Balance, you will be notified once the retainer reaches a predefined amount.
Retainer Agreement
Tick whether a Retainer agreement is required for the matter and enter the date the retainer agreement was signed and received by your firm.
Billing
Billing Category - You can assign a billing category that you have added. For more information, see Billing Categories.
Billing Type - Select whether the matter will be Time Recorded or Fixed Fee. If Time Recorded is selected, AutoTime will be enabled and will automatically record time for staff members with AutoTime enabled.
Flat Fee - Tick the Flat fee checkbox and enter the amount to invoice your client, regardless of the amount of Professional Fees and Disbursements that's recorded against the matter.
General
Default Trust Account - Select the default you wish to use for the matter.
GL Reporting Group - When a GL Reporting Group is selected for a matter, transactions resulting in journal entries sent to Quickbooks Online and Xero will reference the tracking category within the journal.
Do not create overdue invoices for this matter - Tick this option if you would like to exclude this matter from the Overdue Invoices. For more information, see Charging Interest on Overdue Invoices.
Auto-Allocate Fees - Tick this option to auto-allocate a percentage to relevant staff members of fees collected of a paid invoice. For more information, see Reallocate Fees.
Debtor Comment - You can enter any notes relating to your client's financial situation in the text box. Your client does not see the information you enter here. For example, you may want to note if your client has any special billing terms.
(Optional) You can add custom fields to your matter by clicking the Custom Fields tab. See Using Custom Fields for more information
Click OK to continue to Client Details.
Select whether your client is a Person or Organization. See Creating a Card for more information and skip to Step 3 for the relevant card type.
Click Save & Close.
Duplicate a Matter
Duplicate a Matter with All Matter Details
Right-click the matter on the Matter List and select New Matter Based on this Matter.
On the New Matter Based on Matter # window, select the existing data you wish to include in the new matter.
To include all the listed data from the original matter into the new matter, click and choose Select All.
Tick the Include Critical Dates checkbox, if required.
Click Create Matter.
Click Save & Close.
Duplicate a Matter with the Client Card Only
Right-click the matter on the Matter List and select New Matter for Client Name.
Complete the details as you would when creating a new matter. See the Create a New Matter section above for more information.
Click Save & Close.
Delete a Matter
A matter can't be deleted if any accounting information has been entered on it.
Right-click the matter on the Matter List and select Delete.
Confirm the deletion.
Restore a Deleted Matter
Click and select Show Deleted Matters on the Matter List.
Deleted matters are displayed in red.
Right-click the deleted matter and select Undelete.
Confirm the action.
Restrict Access to a Matter
Restricting access to a matter allows you to specify who can open and view any sensitive matters. These matters will display a icon in the first column of the Matter List.
Open the matter.
Make sure you're on the Details & Correspondence tab.
Click Matter Details.
Tick the Enable Staff Access Control checkbox under the Access & Permissions section.
Tick the checkbox next to Originating Attorney, Person Responsible, Person Acting and Person Assisting for the staff member(s) the access is being given to.
At least one checkbox must be ticked.
Click Add under Additional Staff and select any other staff member(s) you wish to give access, if required.
Click OK.
Click Save & Close.
Click to edit heading
Currently,there is no way to restrict access to matters in bulk. Each matter must be opened individually to modify its Access and Permissions settings.
Change Matter Type
Follow these steps to change the matter type for an existing matter (e.g., from Transfer to Purchase):
Open the Matter.
In the Details & Correspondence tab, Navigate to Matter type and double-click it.
A list of folders will appear, allowing you to navigate to the desired type. You can also use the search bar at the top of the list to find the specific type you're looking for.
Click to edit heading
If you have selected the wrong State where the matter was opened, you can update it in this section.
Click "OK" to save the changes.
Click to edit heading
If you're unable to find the Matter Type you're looking for, creating new or custom Matter Types is not an option. However, you can share any feedback regarding Matter Types by submitting it to the Content Team via the Matter Type & Form Feedback and Requests form.
Show Favorite Matter Types
Click to edit heading
You can show or hide favorite matter types in either an existing matter or during the creation of a new matter.
Open any matter.
Make sure you're on the Details & Correspondence tab.
Open Matter Type.
Right-click a matter type and select Show Favorite Matter Types in Navigation Pane.
Favorite Matter Types section will now appear at the top of the list.
To turn it off, simply untick Show Favorite Matter Types in Navigation Pane.
Assign a Favorite Matter Type
You can assign a favorite matter type in either an existing matter or during the creation of a new matter.
Open any matter.
Make sure you're on the Details & Correspondence tab.
Open Matter Type.
Right-click the matter type and select Favorite.
Favorite matter types will appear with a star next to them .
Click to edit heading
Favorite Matter Types are saved as user specific and not firm wide.
To change the roles of Applicant and Respondent
Open the matter.
Make sure you are on the Details & Correspondence tab.
Right-click the Client card
Click Set "Client Name" as...
A window with a list of tables will appear.
Tick the check-boxes that you want set to the client, then click Select.
Click to edit heading
If the table you require is not appearing in the list, you will need to add the table to the matter. Please click here to view our article on how to add Table Types to the Matter
Any of the tables that were selected will now be applied to the client.
When Creating a Matter
If you receive the message "You do not have security access" when attempting to create matters, your LEAP administrator will need to update your user permissions. Here are the steps to follow:
Click the LEAP Menu > Settings > Application Settings.
The LEAP Application Settings will open in a new window.
Click Client Side Securities - General, then enable the "Matter - New" option and Save the changes.
How to set a Third Party or different entity as the Debtor for Accounting
If you have a matter where the client isn't responsible for paying the bill and you need to set a third party or different entity as the debtor for accounting, follow these steps:
Open the matter.
Ensure you're on the Details & Correspondence tab.
Right-click on the Client's card.
Choose either 'Add a Debtor Card' or 'Select a Debtor Card from Card List'.
Create a New Matter
Click New Matter on the Matter List.
Select the State from the drop-down list.
Search for or select the relevant area of law from the list and then choose the matter type.
The Description of the matter will automatically be displayed depending on the Matter Type. Untick Auto to edit it.
Click the Parties tab to confirm or change the Client and Other Side selections.
Click Next to continue to Matter Details.
Enter the Matter Number. If the field displays TBA, this indicates that automatic file numbering is enabled. Once the matter is saved, the next available matter number will be assigned.
Select the staff member Roles associated with the matter:
Originating Attorney - The staff member that brought the work into the firm. This field can be left blank if this does not apply to the matter.
Person Responsible - The Person Responsible is the staff member that is overlooking the matter.
Person Acting - The Person Acting is the staff member working on the matter.
Person Assisting - The Person Assisting is the staff member assisting on the matter.
(Optional) Enter the following information under the Referrer section:
Card - You can allocate a referrer against the matter. Click onand select an existing client, agent or other side.
Work Obtained - Allows you to select if the matter came through your website or any marketing materials that your firm may have. It is common practice to run a Work Obtained by Referrer Report to gain an understanding of where your work is coming from.
Click Next to continue to Client Details.
Select whether your client is a Person or Organization. See Creating a Card for more information and skip to Step 3 for the relevant card type.
Click Save.
Additional Matter Details
Click the Matter Details to open the Additional Matter Details.
You will be able to edit the following information:
Details
Matter
Number - You can edit the Matter Number if automatic file numbering is not enabled. If the field displays TBA, this indicates that automatic file numbering is enabled. Once the matter is saved, the next available matter number will be assigned.
Other Reference - You can enter the other side's reference (staff) to the matter.
Roles
Originating Attorney - The staff member that brought the work into the firm. This field can be left blank if this does not apply to the matter.
Person Responsible - The Person Responsible is the staff member that is overlooking the matter.
Person Acting - The Person Acting is the staff member working on the matter.
Person Assisting - The Person Assisting is the staff member assisting on the matter.
Referrer
Card - You can allocate a referrer against the matter. Click on and select an existing client, agent or other side.
Staff/Person - You can select a staff member/person from an organization card, if applicable.
Work Obtained - Allows you to select if the matter came through your website or any marketing materials that your firm may have. It is common practice to run a Work Obtained by Referrer Report to gain an understanding of where your work is coming from.
Title
You can customise the subject lines for all correspondence for Letters to Clients and Letters to All Other Parties.
Untick Use default to edit it.
Accounting
Estimates
Fee Estimate and Disbursement Estimate - Enter Fee Estimate and Disbursement Estimate balances for the duration of the matter.
Show Estimates Warning - If you tick this option, you will be notified once you start billing on the matter and reach a predefined limit of the estimate. For more information, see Setting Up Fee Estimate Warnings.
Retainer Agreement
Tick Retainer agreement required if it is required for the matter and enter the date the retainer agreement was signed and received by your firm.
Billing
Billing Category - You can assign a billing category that you have added. For more information, see Billing Categories.
Billing Type - Use the dropdown to select whether the matter will be Time Recorded or Fixed Fee. If Time Recorded is selected, AutoTime will be enabled and all activities will be automatically recorded.
Flat Fee - Tick the Flat fee checkbox and enter the amount to invoice your client, regardless of the amount of Professional Fees and Disbursements that's recorded against the matter.
Tax Free Time & Fees - Tick this option if your matter is tax-free. This is common when a firm is acting on behalf of an international client.
General
Debtor Comment - You can enter any notes relating to your client's financial situation in the text box. Your client does not see the information you enter here. For example, you may want to note if your client has any special billing terms
Auto-Allocate Fees - Tick this option to auto-allocate a percentage to relevant staff members of fees collected of a paid invoice. For more information, see Reallocate Fees.
Special Fees
For more information on creating and attaching a special fees onto a matter, please see our article Creating a Special Fee.
Access & Permissions
For more information on restricting access & permissions for a matter, please see the section below Restrict Access to a Matter.
Table Types
For more information on editing table types, please see our article Editing Table Types.
Duplicate a Matter
Right-click the matter on the Matter List and select Create similar matter for Client Name.
Complete the details as you would when creating a new matter. See the Create a New Matter section above for more information.
Click Save.
Delete a Matter
A matter can't be deleted if any accounting information has been entered on it.
Right-click the matter on the Matter List and select Delete.
Confirm the deletion.
Restrict Access to a Matter
Restricting access to a matter allows you to specify who can open and view any sensitive matters. These matters will display a icon in the first column of the Matter List.
Open the matter.
Make sure you're on the Details & Correspondence tab.
Click Matter Details.
Click the Access & Permissions tab.
Choose Selected Staff Only.
Tick the checkbox next to Originating Attorney, Person Responsible, Person Acting and Person Assisting for the staff member(s) the access is being given to.
At least one checkbox must be ticked.
Click Add Staff under By Name and select any other staff member(s) you wish to give access, if required.
Click Save.
Create a New Matter
Tapon the Matter List.
Tapand select the State.
Search for or select the relevant area of law from the list and then choose the matter type. You can also choose from your Favorite Matters Types.
The Description of the matter will automatically be displayed depending on the Matter Type. To edit it, toggle the option Off.
Tap Edit Parties to change the Client and Other Side selections, if required.
Tap Next to continue to Matter Details.
Enter the Matter No. If the field displays TBA, this indicates that automatic file numbering is enabled. Once the matter is saved, the next available matter number will be assigned.
Select the staff member Roles associated with the matter:
Originating Attorney - The staff member that brought the work into the firm. This field can be left blank if this does not apply to the matter.
Person Acting - The Person Acting is the staff member working on the matter.
Person Responsible - The Person Responsible is the staff member that is overlooking the matter.
Person Assisting - The Person Assisting is the staff member assisting on the matter.
(Optional) Tap Add Referrer.
Select a card from the list and then a Work Obtained option (allows you to select if the matter came through your website or any marketing materials that your firm may have. It is common practice to run a Work Obtained by Referrer Report to gain an understanding of where your work is coming from).
Tap Next to continue to Client Details.
Tap Cards under Select Existing Card to select a card already in LEAP.
For a new client, select an option under Create New Card. See Creating a Card for more information and skip to Step 3 for the relevant card type.
Tap Save.
Create a New Matter
Tapon the Matter List.
Tapand select the State.
Search for or select the relevant area of law from the list and then choose the matter type. You can also choose from your Favourite Matters Types.
The Description of the matter will automatically be displayed depending on the Matter Type. To edit it, toggle the option Off.
Tap Edit Parties to change the Client and Other Side selections, if required.
Tap Next to continue to Matter Details.
Enter the Matter No. If the field displays TBA, this indicates that automatic file numbering is enabled. Once the matter is saved, the next available matter number will be assigned.
Select the staff member Roles associated with the matter:
Originating Attorney - The staff member that brought the work into the firm. This field can be left blank if this does not apply to the matter.
Person Acting - The Person Acting is the staff member working on the matter.
Person Responsible - The Person Responsible is the staff member that is overlooking the matter.
Person Assisting - The Person Assisting is the staff member assisting on the matter.
(Optional) Tap Add Referrer.
Select a card from the list and then a Work Obtained option (allows you to select if the matter came through your website or any marketing materials that your firm may have. It is common practice to run a Work Obtained by Referrer Report to gain an understanding of where your work is coming from).
Tap Next to continue to Client Details.
Tap Cards under Select Existing Card to select a card already in LEAP.
For a new client, select an option under Create New Card. See Creating a Card for more information and skip to Step 3 for the relevant card type.
Tap Save.
Create a New Matter
Tapon the Matter List.
Select the State from the drop-down list.
Search for or select the relevant area of law from the list and then choose the matter type. You can also choose from your Favorite Matters Types.
The Description of the matter will automatically be displayed depending on the Matter Type. To edit it, toggle the option Off.
Tap on Parties to confirm or change the Client and Other Side selections.
Tap Next to continue to Matter Details.
Enter the Matter No. If the field displays TBA, this indicates that automatic file numbering is enabled. Once the matter is saved, the next available matter number will be assigned.
Select the staff member Roles associated with the matter:
Originating Attorney - The staff member that brought the work into the firm. This field can be left blank if this does not apply to the matter.
Person Acting - The Person Acting is the staff member working on the matter.
Person Responsible - The Person Responsible is the staff member that is overlooking the matter.
Person Assisting - The Person Assisting is the staff member assisting on the matter.
(Optional) Tap Add Referrer.
Tap and then select from the list under the Referrer section:
Card - You can allocate a referrer against the matter from an existing client, agent or other side.
Work Obtained - Allows you to select if the matter came through your website or any marketing materials that your firm may have. It is common practice to run a Work Obtained by Referrer Report to gain an understanding of where your work is coming from.
Tap Next to continue to Client Details.
Tap Add Existing Card to select a card already in LEAP.
For a new client, select either New Person Card or New Organization Card. See Creating a Card for more information and skip to Step 4 for the relevant card type.
