Requesting and Authorizing an Expense or Payment

Feb 20, 2026
Knowledge

How To

An expense or payment request is an internal request to draw an expense or payment within LEAP. Learn how to create, manage and authorize expense requests (for operating account) and payment requests (for trust account). Payment requests will be automatically created if the staff members does not have the ability to create payments. For more information, see Application Settings - Staff Members.

Desktop
Accounting Plus
Web

Request an Expense or Payment

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the Operating Accounting > Expenses & Receivables or Trust Funds > Trust Account tabs.
Click the arrow next to Pay Expense or Make Payment on the toolbar then select Expense Request or Make Payment Request.

Click to edit heading

You can also create a new request by clicking the LEAP Menu > Accounting > under Operating Accounting > Expense Requests or the LEAP Menu > Accounting > under Trust Accounting > Payment Requests. From the Expense Requests or Payment Requests window, click New Expense Request or New Payment Request.

Complete the required fields by either entering or selecting the information from lists when you click .

The Date Required field is an internal request feature. It is the date the requester want permission by. There is no expiry date for a Payment Request if it has not been paid.
Click Save & Close.

Click the down arrow next to Save & Close and then Save & Notify to select a staff to authorize the expense or payment. A notification of the request will appear on their notifications window.

Authorize and Create an Expense or Payment

Click the LEAP Menu > Accounting > under Operating Accounting > Expense Requests or the LEAP Menu > Accounting > under Trust Accounting > Payment Requests depending on whether the request was for an operating or trust account.
Open the request on the Expense Requests or Payment Requests window.

Click to edit heading

To make it easier to find the request you want, filter the list selecting the appropriate Account then select the appropriate Authorization Status and the Payment Status options.

Select the request then click Authorize.

Click to edit heading

If you want to authorize an expense or payment on behalf of someone else, click the down arrow next to Authorize and select Authorize on behalf of to choose the person from the list, then click Select.

You can also authorize a request by double-clicking on the selected request to open it. In the Payment section, select who the request will be Authorized By then click Authorize.

Click Pay Expenses or Create Payments.
Complete creating the Operating Account Expense Paid or Trust Payment Paid.

Delete an Expense or Payment Request

Click the LEAP Menu > Accounting > under Operating Accounting > Expense Requests or the LEAP Menu > Accounting > under Trust Accounting > Payment Requests depending on whether the request was for an operating or trust account.
Open the request on the Expense Requests or Payment Requests window.

Click to edit heading

To make it easier to find the request you want, filter the list selecting the appropriate Account then select the appropriate Authorization Status and the Payment Status options.

Click on the toolbar.
Confirm the deletion.

Clear an Authorized Expense or Payment Request

Click the LEAP Menu > Accounting > under Operating Accounting > Expense Requests or the LEAP Menu > Accounting > under Trust Accounting > Payment Requests depending on whether the request was for an operating or trust account.
Open the request on the Expense Requests or Payment Requests window.

Click to edit heading

To make it easier to find the request you want, filter the list selecting the appropriate Account then select the appropriate Authorization Status and the Payment Status options.

In the Payment section, click Clear next to the Authorized By field.
Click Save & Close.

Click to edit heading

To access Payment Requests, click the LEAP Menu > Accounting > under Operating Accounting > Payment Requests.

Create a New Payment Request

Click New payment request.
Enter or select a Matter.

Click to search and choose a matter from the list, then click Select.
Enter the Date required. Click to select a different date, if required.

Click to edit heading

The Date required field is an internal request feature. It is the date the requester want permission by. There is no expiry date for a Payment request if it has not been paid.

Enter the Amount.
Select the Bank account.
Select the Pay to. The Address will automatically populate based on the contact selected.
Select the Payment type and click the 3 dots to enter any relevant Payment type details.
By default, you will be set as the staff member in the Requested by field. Click the X to select and assign a different staff member.
Enter a Reason for the payment request.
Click Save or Save and new to create another payment request.

Create with AI

You can now create payment requests 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 payment request AI chat window will open.
You can enter the details about your payment request in the chat field below.

When necessary, you will be prompted to answer questions to help create the payment request.

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 payment request, it will present a summary for the payment request including the Matter, Client, Pay to, Total, Description and Account.
Click Create.

Authorize Payment Request

Select a payment request.
Click Authorize.

You can click the drop-down arrow next to Authorize for more options including Authorize on behalf of.

Click to edit heading

To authorize payment requests in bulk, press CTRL and select the payment requests you would like to authorise and click Authorize.

Create Payment

Select a payment request that has already been authorized.

Click to edit heading

Authorized payment requests will be indicated with a green tick in the Auth column.

Click Create payment.
Complete creating the Operating Account Expense Paid or Trust Payment Paid.
Click Save & Close.

Delete a Payment Request

Select a payment request.
Click Delete.
Click Delete to confirm.

Click to edit heading

To delete payment requests in bulk, press CTRL and select the payment requests you would like to remove and click Delete.

Clear an Authorized Payment Request

Right-click on the payment request and select Clear authorization.

Click to edit heading

To clear authorization for multiple payment requests, press CTRL and select the payment requests and click Clear authorization.

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.

Request an Expense or Payment

Open the matter.
Hover over the Operating Accounting > Expenses & Receivables or Trust Funds > Trust Account tabs.
You can either click:
- Expense Request when in the Operating Accounting tab; or
- New Payment Request when in the Trust Funds tab.
The default bank accounts are listed in the Bank Account field. If you want to use another operating or trust account, select one from the drop-down list.
By default, the Payee field is blank. Click to select a card from the window. You can also directly type a name into the Payee textbox.
The Address field will populate when a Payee is selected as a card. You can also directly type an address in the Address textbox.
The Request No. is always set to Auto no. and can't be changed. The number will be generated after the request has been saved.
The default Date Required and Date Entered will be set to today's date. Click the Calendar icon or type a date into the textbox.
Select a Payment Type from the drop-down list.
Enter a Reason.
Enter an Amount.
Tick or untick Inc. Tax, if required.
Select or change the Tax Code from the drop-down list.
By default, the Requested By field will be your name. Click to select a different staff from the list.
Toggle the Print option On to print the request once it's been saved.
Click Save.

Authorize and Create an Expense or Payment Request

Open the matter.
Hover over the Operating Account tab then click Expenses & Receivables or the Trust Funds tab then click Trust Accounts.
Open the request.
By default, the Authorized By field is blank. Click Authorize to insert your name or select a different staff by clicking .

Click to edit heading

You can clear an expense authorization by selecting Clear, which will then revert the expense request to pending authorization.

Once you have authorized the expense, you will see a notification. The Authorized Date is always today's date and can't be changed.
Complete creating the Operating Account Expense Paid or Trust Payment Paid. Alternatively, Save to create the expense later.

Last Modified Date

2/20/2026 12:36 AM

Title

Requesting and Authorizing an Expense or Payment

URL Name

Request-and-authorize-payments

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