Creating an Expense Recovery

How To

Learn how to create, edit, delete and restore Expense Recoveries and explore the additional actions available in LEAP, such as searching for – and moving an expense recovery to another matter.

Create a New Expense Recovery

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Operating Account > Expense Recoveries tabs.
Click New Expense Recovery on the toolbar.
The Matter field is automatically filled with the matter number you opened. You can change to a different matter by clicking to choose a matter from the list, then click Select.

If you need to go back to the matter for any information, click .
Enter or select the Recovery Code.

To select the recovery code, click to choose the recovery code from the list, then click Select.
Enter the Quantity.
Enter the Amount for Each item and tick the Inc. tax checkbox, if required.
Select when the expense recovery is to be billed from the Billing drop-down list. If Billable - Next Invoice is selected, the expense recovery will automatically be included in the next invoice that is created.
The Amount, Tax and Total are automatically calculated based on the Quantity and amount of Each item.

Select the appropriate Tax code by clicking to choose a tax code from the list, then click Select. This is optional.
The Recovery No. is an automatically generated unique reference number.
By default, today's date is entered as the Date. Click to select a different date, if required.
Enter a Billing Description. The description will be displayed on the client's invoice.
Click Save & Close.

The expense recovery will be recorded in the matter under the Operating Account > Expense Recoveries tabs.

Expense Recovery involves recording expenses that have been incurred and need to be recovered from clients. For example, fees incurred due to a bank returned check should be recorded as recoverable expenses and billed to the client.

Edit an Existing Expense Recovery

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Operating Account > Expense Recoveries tabs.
Open the expense recovery.
Edit the expense recovery.
Click Save & Close.

Delete an Expense Recovery

An expense recovery can't be deleted if it has already been invoiced.

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Operating Account > Expense Recoveries tabs.
Right-click the expense recovery and select Delete.
Confirm the deletion.

Restore a Deleted Expense Recovery

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Operating Account > Expense Recoveries tabs.
Drop down the filter and select Deleted.
Right-click the deleted expense recovery and select Undelete.

Move an Expense Recovery to Another Matter

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Operating Account > Expense Recoveries tabs.
Open the expense recovery.
Click next to Matter.
Select the other matter from the list then click Select.
Click Save & Close.

Apply a Recovery Code to an Expense Recovery

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Operating Account > Expense Recoveries tabs.
Open the expense recovery.
Click next to Recovery Code.
Select the recovery code from the list then click Select.
Click Save & Close.

Edit the Billing Status of Expense Recoveries in Bulk

From the Matter List, click Menu > Accounting > Expense Recoveries.

The Search Expense Recoveries window will open.
Complete the relevant fields, including Status, Matter, Recovery Code, Staff and Date Range.
Click Search.

A list of all Expense Recoveries for the selected filters will appear.
Use CTRL or SHIFT to select multiple Expense Recoveries.
Right click on one entry that is highlighted and select "Set To…” to change the billing status.

Search for an Expense Recovery

Click the LEAP Menu > Accounting > under Operating Accounting > Expense Recoveries.

The Search Expense Recoveries window will open.
Click next to Matter and select a matter from the list.

Click on Status and select the status from the drop-down list.

All	Displays entries of any billing status (excluding deleted).
Billable - All	Displays entries with the status Billable - Next Invoice or Billable - Later Invoice.
Billable - Next Invoice	Displays entries with the status Billable Next Invoice.
Billable - Later Invoice	Displays entries with the status Billable - Later Invoice.
Not Billable	Displays entries with status Not Billable.
Billed	Displays all Billed entries.
Deleted	Displays all Deleted entries.

Click next to Recovery Code to select a Recovery Code from the list.
Click next to Staff to select a staff member from the list.
Select either All Dates or Date Range to show a custom range.
Tick to display amounts including tax.
Click Search to display results.
To view results in a report, click on .

Click to edit heading

You can also create multiple New Expense Recoveries from the Search Expense Recoveries window. Click the LEAP Menu > Accounting > under Operating Accounting > Expense Recoveries and click to record expense recoveries for different matters.

Click to edit heading

To access Expense Recoveries, click the LEAP Menu > Accounting > under Operating Accounting > Expense Recoveries.

Create a New Expense Recovery

Click New expense recovery.
Enter or select a Matter.

Click to search and choose a matter from the list, then click Select.

Click to edit heading

Use the Search matters field to look for a specific matter or the filter drop-down to search by Current matters, My current matters or Recently edited/viewed.

By default, today's date is entered as the Date. Click to select a different date, if required.
Enter or select a Recovery code. To select a recovery code, click to choose the recovery code from the list, and then click Select.
Enter the Quantity.
Enter the Amount for Each item and toggle Inc. tax, if required.
The Amount, Tax and Total are automatically calculated based on the Quantity and Amount of each item.

(Optional) Select the appropriate Tax code by clicking the drop-down arrow to choose a tax code from the list.
Enter a Billing description. Depending on the Recovery code selected, the Billing description may be automatically filled.

The description will be displayed on the client's invoice.
Select when the expense recovery is to be billed from the Billing option drop-down list. If Billable - Next Invoice is selected, the expense recovery will automatically be included in the next invoice that is created.
Click Save or Save and new to create another expense recovery.

Click to edit heading

To create a purchase order for an expense recovery, right-click the expense recovery and select Create Purchase Order. Alternatively, open the expense recovery after it has been created and click Create Purchase Order at the top.

For more information creating purchase orders, click here.

Create with AI

You can now create expense recoveries faster with AI - simply enter the required details and let AI do the rest. You will even receive alerts when you're approaching fee estimate limits.

You can also request a matter's financial summary anytime to get the latest snapshot of its financials.

Click Create with AI.

The Create expense recovery AI chat window will open.
You can enter the details about your expense recovery in the chat field below.

When necessary, you will be prompted to answer questions to help create the expense recovery.

Click to edit heading

Toggle Allow web searches on to enable web search and AI can also answer general legal or accounting questions when you need quick guidance.

Once AI has the details for your expense recovery, it will present a summary for the expense recovery including the Matter number, Recovery code, Total and Billing description.
Click Create.

Edit an Existing Expense Recovery

Right-click on the expense recovery, or click the 3 dots next to the cost recovery and select Edit.
Edit the expense recovery.
Click Save.

Delete an Expense Recovery

Click to edit heading

An expense recovery cannot be deleted if it has already been invoiced.

Right-click on the expense recovery, or click the 3 dots next to the expense recovery and select Delete.
Click Delete to confirm.

Click to edit heading

To delete expense recoveries in bulk, press CTRL and select the expense recoveries you would like to remove, then right-click and select Delete.

Restore a Deleted Expense Recovery

Click and select Status.
Click the Select a status drop-down list and select Deleted.
Right-click on the expense recovery, or click the 3 dots next to the expense recovery and select Undelete.
Click Undelete to confirm.

Click to edit heading

To restore expense recoveries in bulk, press CTRL and select the expense recoveries you would like to restore, then right-click and select Undelete.

Update Billing Status for an Expense Recovery

To restore expense recoveries in bulk, press CTRL and select the expense recoveries you would like to restore, then right-click and select Undelete.
Select the Billing status:
- Billable - next invoice
- Billable - later invoice
- Not billable
Click Update to confirm.

Click to edit heading

To change the billing status of expense recoveries in bulk, press CTRL and select the expense recoveries you would like to update, then right-click and select Set to.

Matter Summary

The Matter Summary provides you everything you need for time recording in one place, so there's no need to switch back to LEAP Desktop for basic matter details or a financial snapshot of the selected matter.

The Matter Summary is available from every screen, providing a quick view of key matter information whenever you need it.

Select a cost recovery and click to open the Matter Summary. Click to hide the Matter Summary or to open the Matter Summary in a new window.

Click to edit heading

Click or the drop-down arrow next to any of the accounting headings to print its relevant report.

Create a New Expense Recovery

Open the matter.
Hover over the Operating Account tab and click Expense Recoveries.
Click New Expense Recovery to open the New Expense Recovery window.
By default, the new expense recovery is created for the current matter you opened. Click to change the matter from the list.
Click to select the appropriate Recovery Code from the list.
Enter the Quantity.
Enter the Amount for Each item and tick the Inc. Tax checkbox, if required.
By default, today's date is entered as the Transaction Date. Click to select a different date, if required.
Select when the expense recovery is to be billed from the Billing drop-down list.
The Amount, Tax and Total are automatically calculated based on the Quantity and amount of Each item.

Select a Tax code from the drop-down list. This is optional.
Enter a Billing Description. The description will be displayed on the client's invoice.
Toggle the Print option On to print the expense recovery once it's been saved.
Click Save.

The expense recovery will be recorded in the matter under the Operating Account > Expense Recoveries tabs.

Edit an Existing Expense Recovery

Open the matter.
Hover over the Operating Account tab and click Expense Recoveries.
Open the expense recovery.
Edit the expense recovery.
Click Save.

Delete an Expense Recovery

An expense recovery can't be deleted if it has already been invoiced.

Open the matter.
Hover over the Operating Account tab and click Expense Recoveries.
Right-click the expense recovery and select Delete.
Confirm the deletion.

Restore a Deleted Expense Recovery

Open the matter.
Hover over the Operating Account tab and click Expense Recoveries.
Drop down the filter and select Deleted.
Right-click the deleted expense recovery and select Undelete.

Move an Expense Recovery to Another Matter

Open the matter.
Hover over the Operating Account tab and click Expense Recoveries.
Open the expense recovery.
Click next to Matter.
Select the other matter from the list.
Click Save.

Apply a Recovery Code to an Expense Recovery

Open the matter.
Hover over the Operating Account tab and click Expense Recoveries.
Open the expense recovery.
Click next to Recovery Code.
Select the recovery code from the list.
Click Save.

Create a New Expense Recovery

Open the matter.
Swipe to or tap the Expense Recoveries tab.
Tap > New Expense Recovery.
Complete the details.

You can use voice recognition on your iPhone to enter the Billing Description by tapping and dictating the description.
Tap Save.

Edit an Existing Expense Recovery

Open the matter.
Swipe to or tap the Expense Recoveries tab.
Tap to filter your expense recoveries, if required.
Open the expense recovery.
Edit the expense recovery.

You can use voice recognition on your iPhone to enter the Billing Description by tapping and dictating the description.
Tap Save.

Create a New Expense Recovery

Open the matter.
Swipe to or tap the Expense Recoveries tab.
Tap> New Expense Recovery.
Complete the details.

You can use voice recognition on your iPad to enter the Billing Description by tappingand dictating the description.
Tap Save.

Edit an Existing Expense Recovery

Open the matter.
Swipe to or tap the Expense Recoveries tab.
Tap to filter your expense recoveries, if required.
Open the expense recovery.
Edit the expense recovery.

You can use voice recognition on your iPad to enter the Billing Description by tapping and dictating the description.
Tap Save.

Create a New Expense Recovery

Open the matter.
Swipe to or tap the Expense Recoveries tab.
Tap> Expense Recovery.
Complete the details.

You can use voice recognition on your Android device to enter the Billing Description by tapping and dictating the description.
Tap Save.

Edit an Existing Expense Recovery

Open the matter.
Swipe to or tap the Expense Recoveries tab.
Tap to filter your expense recoveries, if required.
Open the expense recovery.
Edit the expense recovery.

You can use voice recognition on your Android device to enter the Billing Description by tapping and dictating the description.
Tap Save.

To start a conversation with LEAP Assistant you can say;

"Alexa, open LEAP"

Alexa should respond with "Welcome to LEAP, how can I help?"
You can now say the following for example:
- "Create a new expense recovery for one hundred dollars"
- "Create a new expense recovery of one hundred dollars, for matter number 171"
- "Create a new expense recovery of one hundred dollars, for matter number 171 with description, photocopies"

Alexa learns and grows with you and your voice. The above examples are only some of the supported instructions. Over time, as your Alexa device learns about you and vice versa, you will discover there are many ways to achieve the desired functionality.

Last Modified Date

2/19/2026 9:34 PM

Title

Creating an Expense Recovery

URL Name

Create-a-Cost-Recovery

Resolution