> ## 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.
# Expenses Tab
> Tracking firm-incurred case expenses on a Journey — both manual entries and HoLaCe's auto-billed line items.
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:
| Category | Example |
| ------------------ | ---------------------------------------------------- |
| Administrative Fee | Per-Journey overhead your firm bills |
| Records Fees | Hospital and provider records-request fees |
| Medical Chronology | HoLaCe's chronology run charge |
| Demand Letter | Demand-letter generation charge |
| Investigation | Field investigation services from a partner provider |
| Expert Witness | Expert retainers and reports |
| Court Filing | Filing fees, service-of-process, court costs |
| Other | Anything 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:
Top-right of the Expenses tab.
Drives reporting and helps the disbursement statement group lines correctly.
Description, amount, date, vendor, optional invoice number.
**Billable** — will the firm seek reimbursement at settlement? **Paid** — has the firm already paid the vendor?
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](/case-management/journey-tabs/settlement) and the [Disbursement tab](/legal-workflow/disbursement-statement).
## 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](/case-management/journey-tabs/medical) and roll into [Damages](/case-management/journey-tabs/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
Where expenses subtract from the gross to compute net to client.
The 3-page client closeout that itemizes every expense at the end.