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Recording Manual Payments in LeanLaw

How to record cash, check, and credit card payments against invoices in LeanLaw — including single-invoice payments, partial payments, multi-invoice payments for the same client, and payment plans.

When a client pays by cash, check, or credit card outside of LeanLaw's online payment system, you record the payment manually in LeanLaw. This creates the payment record in QuickBooks Online and marks the invoice as paid.

📋 Note: Manual payment recording is for offline payments — cash, check, or credit card transactions processed outside LeanLaw. Payments made via Confido Legal payment links are recorded automatically. Trust fund payments use the separate Pay from Trust workflow.

 

Recording a Payment on a Single Invoice

  1. Go to Billing → Manage Invoices.
  2. Find the invoice you want to record a payment for.
  3. Click the three-dot menu (⋮) next to the invoice and select Record Payment.
  4. In the QuickBooks Payment window, configure the payment (see below)
  5. Click the green Pay button to record the payment.

Field

What to Enter

Payment Method

Cash, Check, or Credit Card.

Date

The date the payment was received.

Reference

Optional — a check number, transaction ID, or other reference for your records.

Amount

The payment amount. Leave as-is for a full payment, or enter a smaller amount for a partial payment.

The payment is recorded in both LeanLaw and QuickBooks Online simultaneously. The invoice status updates to Paid (or shows the remaining balance for partial payments).

 

Recording Payments on Multiple Invoices for the Same Client

If a client sends a single check covering multiple invoices, you can record the payment across all of them at once — but only if the invoices are for the same client or the same matter.

  1. In Manage Invoices, check the checkboxes next to all the invoices you want to pay.
  2. At the bottom of the screen, click the dropdown arrow next to the Pay button.
  3. Select Record Payment.
  4. Enter the payment details and the total amount received.
  5. Click Pay. The payment is distributed across the selected invoices.

⚠️ Same-client restriction: Multi-invoice payments can only be applied to invoices for the same client or same matter. You cannot apply a single payment across invoices for different clients in one action.

 

Recording a Partial Payment

If a client pays less than the full invoice amount, record the payment using the same Record Payment workflow — simply enter the partial amount in the Amount field instead of the full balance. The invoice status will show the remaining outstanding balance.

💡 Tip: Partial payments are common for clients on payment plans. See the section below for setting up a recurring payment plan using Confido Legal (Gravity Legal) and recording each installment manually.

 

Payment Plans for Outstanding Invoices

For clients with significant outstanding balances, you can set up a recurring payment plan using Confido Legal and record each installment as it comes in:

  1. In Confido Legal, create a subscription/recurring payment plan for the client specifying the installment amount and frequency.
  2. As each installment processes, go to Billing → Manage Invoices in LeanLaw.
  3. Locate the relevant invoice, click Record Payment, and enter the installment details provided by Confido Legal.
  4. Click Pay. The payment syncs to QuickBooks.

📋 QuickBooks Online sync: Payments recorded in LeanLaw sync to QuickBooks Online automatically. They can be matched to bank feed deposits in QuickBooks for reconciliation.