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Reviewing and Approving Invoices in LeanLaw

How to move invoices through the Review and Approve stages in LeanLaw — including assigning reviewers, bulk approval, submitting to QuickBooks, and sending to clients.

After building a draft invoice, it needs to be reviewed, approved, and submitted to QuickBooks before it can be delivered to the client. This article covers every step from Draft to delivery.

 

Moving a Draft to Review (if Review Stage is Enabled)

If your firm uses the Draft → Review → Approve workflow:

  1. Open the draft invoice in the Draft tab.
  2. Optionally assign a reviewer by selecting them in the top-right corner of the invoice. The reviewer's initials display on the invoice.
  3. Click Move to Review (or the equivalent action button). The invoice moves to the Review tab.
  4. The reviewer can open the invoice, make any final edits, and then move it to Approved.

📋 Note: Even without a designated reviewer, invoices can progress through the Review stage. Filtering invoices by reviewer in the Review tab helps teams manage who is responsible for which invoices.

 

Approving Invoices

To approve a single invoice:

  1. Open the invoice from the Draft or Review tab.
  2. Click Approve. The invoice moves to the Approved tab and is locked against further editing.

 

To bulk-approve multiple invoices:

  1. In the Draft or Review tab, check the checkbox next to each invoice you want to approve.
  2. Click Approve Only from the bulk action options at the top or bottom of the screen.
  3. All selected invoices move to Approved.

⚠️ Approved invoices are locked: Once approved, an invoice cannot be edited in LeanLaw. To make changes, you must undo it back to Draft status. See Article 6: Voiding & Adjusting Invoices.

 

Submitting to QuickBooks Online

After approval, invoices are ready to be synced to QuickBooks Online:

  1. Go to the Approved tab in Billing.
  2. Select the invoices you want to submit (individually or in bulk).
  3. Click Submit to QuickBooks. LeanLaw syncs the invoices to QuickBooks Online.
  4. Submitted invoices move to the Manage Invoices tab.

💡 Tip: Submit all invoices for a billing cycle at once using bulk select — check the top checkbox to select all, then click Submit to QuickBooks. This is faster than submitting one at a time.

 

Delivering Invoices to Clients

After invoices are in QuickBooks, you can email or print them from the Manage Invoices tab in LeanLaw:

Email Delivery

  1. In Manage Invoices, find the invoice(s) to email.
  2. For a single invoice: click the three-dot menu (⋮) → Email.
  3. For multiple invoices: check their checkboxes, then click Email from the bulk delivery menu at the bottom.
  4. A delivery pop-up lets you customize the email addresses, subject line, body text, and payment links.
  5. Click Send. The invoice is delivered and status updates to Delivered.

 

Print / PDF Delivery

  1. In Manage Invoices, use the Delivery filter to show invoices marked 'Ready to Print'.
  2. Select all, then click Deliver → Combined PDF to generate a single PDF of all selected invoices.
  3. Print and mail as needed.

📋 Payment links: Invoice emails can include payment links (via Confido Legal) so clients can pay online. Payment links require LeanLaw Payments to be active.