Tracking Payment Status in LeanLaw

Keeping on top of payment status — knowing which invoices are paid, which are overdue, and which have discrepancies — is essential for a healthy firm AR. This article covers how to monitor payment status in LeanLaw and how to investigate when something doesn't look right.

Invoice Payment Statuses

Status	What It Means
Open / Not Paid	The invoice has been submitted to QuickBooks Online but no payment has been recorded against it.
Overdue	The invoice is past its due date and no payment has been received.
Partially Paid	A payment has been recorded but the full balance has not been collected.
Paid	The full invoice balance has been collected.

Filtering Invoices by Payment Status

Use the State filter in Manage Invoices (Billing → Manage Invoices) to view invoices by payment status:

In Manage Invoices, find the State filter in the left-hand filter panel.
Select Not Paid to see all open invoices, Overdue to focus on past-due amounts, or Paid to review collected invoices.
Combine with the Client, Matter, or Date filters to narrow your view.

💡 Monthly AR review workflow: Set the State filter to 'Overdue', group by client, and review the outstanding balances. For each overdue invoice, either send a reminder email (from Track Sent Emails) or initiate a follow-up call. Tracking this monthly keeps AR manageable.

Trust Filter for Clients with Available Funds

The Manage Invoices Trust filter shows invoices where the client has a trust account balance that could be applied to their outstanding invoice. This is a fast way to identify clients where you can process a trust payment immediately:

In Manage Invoices, apply the Trust filter.
Review the list of clients with both open invoices and available trust funds.
For each, use Pay from Trust to apply the available trust balance to the outstanding invoice.

Investigating a Missing or Discrepant Payment

If a payment appears in LeanLaw but not in QuickBooks Online — or vice versa — use the QuickBooks Online Audit Log to investigate:

In QuickBooks Online, go to Settings (⚙) → Audit Log.
Use the date range filter to narrow to when you suspect the payment was deleted or modified.
Look for any payment transactions that show a Deleted event.
The audit log shows who deleted the transaction, when, and the original transaction details.

Scenario	Action
Payment deleted by a user in error	Re-record the payment in LeanLaw (Manage Invoices → Record Payment). The payment will sync back to QuickBooks Online.
Payment should not have been recorded	Delete the payment in QuickBooks or contact Confido Legal to have the payment removed there — this will sync the deletion back to LeanLaw.
Sync issue between systems	Contact LeanLaw support at support@myleanlaw.com with the payment details and date for investigation and potential resync.
Automatic deletion by a system process	Contact QuickBooks Online or LeanLaw support — this may indicate an issue with either service that needs further investigation.

Reconciling Payments Using Undeposited Funds

If your firm uses QuickBooks' Undeposited Funds account to batch-deposit client payments, payments recorded in LeanLaw will initially appear in Undeposited Funds rather than directly in your bank account. To complete the reconciliation:

In QuickBooks, go to Create → Bank Deposit.
In the Bank Deposit screen, select all payments from Undeposited Funds that make up the deposit you're recording.
Choose the bank account to deposit to and click Save.

📋 Note: Confido Legal payments and manually recorded payments in LeanLaw will route to Undeposited Funds if that option is enabled in Settings → Trust Accounting. Verify your firm's configuration if you're unsure where payments are routing.