Skip to main content

Documentation Index

Fetch the complete documentation index at: https://docs.holace.io/llms.txt

Use this file to discover all available pages before exploring further.

The Expenses tab tracks the costs your firm racks up working a case — the things you’ll either be reimbursed for at settlement or that the firm absorbs. It’s the line-item ledger the disbursement statement reads from. [Screenshot: Expenses tab showing a table of expenses with categories, amounts, vendors, and paid status]

​
Categories

Every expense is tagged with one of these categories:
CategoryExample
Administrative FeePer-Journey overhead your firm bills
Records FeesHospital and provider records-request fees
Medical ChronologyHoLaCe’s chronology run charge
Demand LetterDemand-letter generation charge
InvestigationField investigation services from a partner provider
Expert WitnessExpert retainers and reports
Court FilingFiling fees, service-of-process, court costs
OtherAnything not covered above
Categories let your firm slice expenses for billing reports and end-of-year analytics.

​
Manual entries

You add an expense the same way you’d enter a receipt in any expense system:
1

Click + Add Expense

Top-right of the Expenses tab.
2

Pick a category

Drives reporting and helps the disbursement statement group lines correctly.
3

Fill in the basics

Description, amount, date, vendor, optional invoice number.
4

Set billable / paid

Billable — will the firm seek reimbursement at settlement? Paid — has the firm already paid the vendor?
5

Save

The line item shows up in the table and rolls into the totals.
You can edit an entry by clicking it, or delete by clicking the trash icon. Deletes are reversible by your firm admin within 30 days.

​
HoLaCe-auto entries

Some expenses appear in this tab without you adding them — HoLaCe drops them in when the underlying service runs. You’ll see a small system badge on the line item:
  • Medical Chronology — added when a chronology run completes (the firm-tier price applies)
  • Demand Letter — added when a demand letter is finalized
  • Investigation — added when an investigation request closes (charges the firm’s negotiated rate with the service provider)
  • Administrative Fee — added on Journey creation if your firm has the per-Journey admin fee turned on
These auto-entries are read-only for the line-item itself but you can mark them paid when your firm actually settles up with HoLaCe billing or the provider.
Auto-entries pull from your firm’s FirmPricingConfig — the platform-side pricing record your firm admin manages. If a number looks wrong, escalate to firm admin first; they’ll either fix the price or have HoLaCe support correct the record.

​
Totals at the top

Above the table, three live totals update as you edit:
  • Total Expenses — every line, regardless of billable/paid
  • Billable Total — what the firm will seek reimbursement for at settlement (drives the disbursement statement’s costs page)
  • HoLaCe Total — auto-entries from the platform itself
These same numbers feed into the Settlement tab and the Disbursement tab.

​
What expenses don’t belong here

The Expenses tab is for firm-incurred costs. It’s not the place for:
  • Client medical bills — those live on the Medical tab and roll into Damages
  • Client out-of-pocket expenses (mileage, prescription co-pays) — those go into Damages too
  • Future-care estimates — those are economic damages, not firm expenses
A simple test: if your firm eats this cost when a settlement happens, it’s an Expense; if the carrier should pay for it, it’s a Damage.

​
Where to go next

Settlement Tab

Where expenses subtract from the gross to compute net to client.

Disbursement Tab

The 3-page client closeout that itemizes every expense at the end.