Every dollar spent.
Every dollar recovered.
Before settlement. Not after.
Track case costs, approvals, vendors, recoverable expenses, and reimbursements — so your firm stops losing money it already spent.
Expenses — Johnson v. Metro Insurance
+ Add expenseThe real problem
Expenses don't kill profits.
Forgotten expenses do.
Every plaintiff firm leaks money through expenses that were never logged, never approved, or never recovered. Lextiff closes every leak.
Unapproved spending
Nobody knows who authorized it. The expense goes through. Nobody can explain it at closing.
Missing receipts
Costs disappear forever when receipts aren't attached immediately. No documentation. No recovery.
Non-recoverable surprises
The firm absorbs expenses that should have been client costs — because nobody tracked recoverability at submission.
Lost reimbursements
Money that should come back from settlements never does — because the expense was never logged in the first place.
Every expense belongs to a case. Always.
Filing fees, medical record requests, expert witness fees, deposition costs, investigators, mileage, imaging, court costs — every dollar spent on every case tracked in one place from the moment it's incurred.
- ✓ Expense categories — filing, medical, expert, investigation, travel
- ✓ Date tracking — when each expense was incurred
- ✓ Vendor name and contact information
- ✓ Receipt and documentation attachments
- ✓ Running total visible on case dashboard
- ✓ Recoverable vs non-recoverable classification
- ✓ Automatically deducted in settlement calculations
- ✓ Searchable across all cases
Full expense ledger
Expenses — Johnson v. Metro Insurance
Court filing fee
Filing · Jan 3
Medical records — Miami General
Medical records · Jan 8
Medical records — Dr. Martinez
Medical records · Jan 10
Accident reconstruction expert
Expert witness · Jan 15
Private investigator — 3 days
Investigation · Jan 18
Office supplies
Firm expense · Jan 20
Deposition court reporter
Deposition · Feb 2
Expert witness fee
Expert witness · Feb 5
Certified police report
Filing · Jan 3
Recoverable or non-recoverable. Know before you spend.
Not every case expense gets recovered from the settlement. Lextiff makes the distinction clear at the moment of entry — so your firm knows exactly what comes back and what the firm absorbs.
- ✓ Recoverable — flagged green, deducted from settlement
- ✓ Non-recoverable — flagged gray, firm absorbs cost
- ✓ Pending — awaiting approval before classification
- ✓ Automatic totals by category
- ✓ Net case profitability calculated in real time
- ✓ Settlement-ready calculations — exact deductions
- ✓ Recovery rate tracking per case type
- ✓ Identify expense categories that reduce profitability
Recoverable expense
Medical records — Miami General
Medical records · Jan 8, 2026 · Vendor: Miami General Hospital
$2,400.00
Amount
✓ Approved
Status
Settlement
Recovered from
💡 This expense will be deducted from settlement proceeds and recovered at closing.
Non-recoverable expense
Office courier — document delivery
Firm expense · Jan 20, 2026 · Vendor: City Courier
$40.00
Amount
✓ Approved
Status
Firm absorbs
Recovery
📌 This is a firm operating expense — not deducted from settlement or client funds.
The difference
Stop discovering expenses after the settlement.
❌ Without Lextiff
Spreadsheet formulas — wrong calculations at closing
Missing receipts — costs disappear with no documentation
Unknown recoverability — firm absorbs costs it shouldn't
Duplicate entries — same expense logged twice
Unapproved spending — nobody knew who authorized it
Lost reimbursements — never tracked, never recovered
✓ With Lextiff
Expense categories — organized, searchable, exportable
Receipt attachments — every cost documented permanently
Recovery tracking — recoverable vs non-recoverable clear
Approval workflows — 3-level authorization built in
Vendor history — spending by vendor tracked
Full visibility — every expense on every case, in real time
Not every expense should be automatic.
Large expenses — expert witnesses, private investigators, specialized medical testing — need authorization before they're incurred. Lextiff's 3-level approval workflow ensures the right people approve the right expenses before money is spent.
- ✓ Level 1 — Paralegal or staff submits expense
- ✓ Level 2 — Case manager reviews and approves
- ✓ Level 3 — Attorney final approval required
- ✓ Approval thresholds — set limits per level
- ✓ Rejection with notes — explain why denied
- ✓ Approval timestamps — who approved when
- ✓ Pending expense dashboard — nothing forgotten
- ✓ Email notifications at each approval stage
3-level approval workflow
⏳ Expense pending approval
Expert Witness Fee
Accident reconstruction · Expert Witness LLC · Submitted by Tom K.
Level 1 — Paralegal review
Tom K. submitted · Jan 20 · 2:00 PM
Level 2 — Case manager review
Lisa P. approved · Jan 20 · 3:30 PM
Level 3 — Attorney approval
Sarah M. — pending · Awaiting
Rejected expense — with reason
Premium courier service
Travel · Submitted by Tom K.
Rejection note — Sarah M. · Jan 18 · 4:15 PM
Use standard courier for case documents. Premium service not approved for routine delivery. Resubmit with standard courier cost.
Every approval leaves a trail.
No more "I never approved that."
Every expense submission, every approval, every rejection, every amount update — logged permanently with a timestamp and user identity. Complete accountability across every dollar on every case.
- ✓ Expense submitted — user, amount, category logged
- ✓ Level 1 approval — reviewer and timestamp
- ✓ Level 2 approval — reviewer and timestamp
- ✓ Level 3 approval — attorney and timestamp
- ✓ Rejection — reason noted, user logged
- ✓ Amount updates — before and after recorded
- ✓ Recovery status changes — logged with user
- ✓ Full expense history — never deleted
Expense approval audit trail
Expense history — Expert Witness Fee $5,000
Submitted expense: Expert Witness Fee — $5,000 (Accident reconstruction, Expert Witness LLC)
Level 1 approved — expense reviewed, vendor verified, rate confirmed reasonable
Level 2 approved — case value justifies expert cost, essential for reconstruction analysis
Level 3 approval request sent to Sarah M. — attorney review required for expenses over $2,500
Level 3 approved — expert essential for liability argument. Recoverable expense confirmed.
Expense fully approved — added to case ledger. Marked recoverable. Settlement deduction prepared.
Know where your money goes.
Before it disappears.
The expense dashboard gives your firm complete visibility into every dollar spent across every case — categorized, approved, and tracked against recovery. Know your exact cost basis on every matter before settlement day.
- ✓ Total expenses across all cases
- ✓ Recoverable vs non-recoverable breakdown
- ✓ Pending approval amounts flagged
- ✓ Recovered vs outstanding balances
- ✓ Expense trends month-over-month
- ✓ Highest expense cases surfaced
- ✓ Spending by category firm-wide
- ✓ Net profitability per case type
Firm expense dashboard
Expense overview — Smith & Associates · January 2026
Spending by category
Vendor history stays visible. Always.
Track every vendor your firm uses — medical record companies, expert witnesses, court reporters, investigators. See total spending, contact information, and complete expense history per vendor across all cases.
- ✓ Vendor name and contact information
- ✓ Total spending per vendor
- ✓ Number of expenses per vendor
- ✓ Expense history across all cases
- ✓ Category classification per vendor
- ✓ Vendor rate tracking — spot overcharging
- ✓ Search vendors across your firm
- ✓ Vendor spending trends over time
Vendor history
Vendors — Smith & Associates
Expert Witness LLC
Expert witness · 6 expenses
Accident reconstruction, biomechanics, medical experts
Miami General Hospital
Medical records · 14 expenses
Medical records requests across multiple cases
Court Reporter Inc.
Deposition · 9 expenses
Court reporting and transcript services
Metro Investigations
Investigation · 4 expenses
Private investigation and surveillance services
City Filing Service
Filing · 22 expenses
Court filing fees and certified document requests
The old way
How plaintiff firms lose money they already spent.
It's never intentional. It's always the same pattern — no system, no visibility, no accountability.
Lost receipts
Expert fee paid in month 2. Receipt not saved. No documentation at closing. Firm can't prove the cost.
Unapproved expenses
$8,000 expert witness fee incurred without attorney approval. Discovered at settlement.
Spreadsheet errors
Wrong formula totals expenses. Firm miscalculates what's deducted from settlement. Client overpaid.
Duplicate costs
Same medical record request logged twice. $1,800 charged twice in the settlement calculation.
Missing reimbursements
Case costs never logged. Settlement distributed without deducting $3,400 in expenses. Firm eats the cost.
Vendor confusion
Three different rates from same expert across different cases. No history to negotiate from.
Lextiff prevents every single one of these.
Lextiff prevents all of them.
Every dollar tracked. Every expense approved. Every cost recovered.
Expense tracking by the numbers.
Expense visibility across every case
Approval workflow — paralegal to attorney
Expenses and vendors per case
Cost tracking — know what comes back
Audit trail on every approval
Spreadsheet formulas required
Included in Expense Tracking.
Not a basic expense list. A complete plaintiff cost management system.
Stop losing money you already spent.
Know every cost. Approve every expense. Recover every dollar.
Lextiff gives plaintiff firms complete visibility into expenses, approvals, reimbursements, and profitability — all in one place.
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