Various ways to hablde future exps.
However it is improtant to define what constitutes hard costs/ soft costs as a firm policy. In our firm we use internally determined exps recovery figures. We charge all couriers for example (with an element of profit presumably sometimes) at billing as Expense Recovery as one block figure that comprises photocopying, binding, courier, postage, phones, etc. The amount charged to client is allocated to an Exps Recovery income account (Office Disbs Recoveries). When we receive the Fedex invoices we charge it to the Courier Exps account under A/P Payables.
If your firm charges couriers or other expenses as identifiable or direct costs (i.e. hard costs) and not as soft costs/expense recoveries, you should consider using the ANT (Anticipated) Disbs feature at Billing time to charge the same at billing. You can have multiple ANT DISBS in the UNRECORDED DISBURSEMENTS window. This will create a negative unbilled disbs charge on the client ledger.
Subsequently when you incur the actual costs via Cheque or A/P Payable you will allocate the charges to the relevant matters and the Negative unbilled Disbs will be reduced on the matters at the time. In theroy you would want the charges estimated and billed as ANT to be the same as when paid or booked via A/P Payable. However there may be an over or under charge. In case the ANT Disbs is lower than the actual charges, a supplementary bill can be raised to recover from the client. If the ANT Disbs is higher than the actual charges, the balance can be refunded to client and for good measure a Disbs bill that will be zero and to epxlain the refund can be raised and sent to the client.
John - also under the Options tab over to the right you can select to print a summary page even for single matter bills.
Pat Cunningham, PCLaw CIC, Time Matters CIC
C & S LegalTech Consulting Group, LLC