General Expenses

General Expenses

Standard Recurring Bills

When bills are emailed or mailed to Gravis Law offices, it's important to ensure they are processed quickly so we can get payment to our vendors before the due date on the invoice. To submit a bill for payment, use Request Hub to notify accounting. You will need a PDF copy of the bill - please don't submit email attachments unless they have been converted into a PDF. To submit a bill to accounting: 
  1. Scan the bill to your computer and give the PDF file a unique name, like YYYYMMDD.Vendor
  2. Navigate to Request Hub and select "Finance" as the department
  3. Add "Month: Vendor Name" as the subject
  4. Category: Payment Request
  5. Subcategory: Company Expense
  6. Amount Needed: Total due on the bill
  7. Vendor Name: Name of the vendor
  8. Bill Attached: Check this box as a reminder to upload the bill
  9. Approval Given By: Office Managing Attorney, or other approval source
  10. Due Date: Payment due date listed on the bill you received
  11. Description: include additional information if needed 
These steps apply if it's a standard monthly bill that has already been approved and established, or a one time bill that has approved. If you have a one time expense that has yet to be approved, see below. 

One Time or Special Purchases

Occasionally, you will need to make a one time purchase outside of the standard monthly cycles. This can be done by working with the managing attorney at your office and senior leadership, depending on the price of the one time purchase. When possible, it is preferred that we pay these one off expenses with a check, but occasionally it will need to be paid with a credit card. 

Approval process for one time charge:
  1.  Identify the business needed and potential solutions. 
  2. Draft proposal and receive approval from: 
    1. If under $1,000, approval by Senior Managing Attorney and the account owner (if paid by Credit Card)
    2. If over $1,000, approval by Senior Managing Attorney and CFO
  3. When approval is granted, request payment from Accounting via steps above or pay via office credit card and submit receipt to accounting
Review the Organization Chart here, if you're unsure who you need approvals from

Professional Associations & Licenses 

Most professional associations and licenses are to be paid by the employee and submitted for reimbursement. If you need Gravis Law to pay directly, follow steps above to request approval and payment. 

Setting Up New Services

See Recurring Charges for more information. 

    • Related Articles

    • Petty Cash Expenses & Reconciliation

      Petty Cash (Revised 09/01/23) At times, you may need to make a small payment for goods or services. Petty cash is held on hand at every office and is tracked by the office administrative support staff and overseen by the local manger. Common uses for ...

    • Overview: Client Expenses

      Client Expenses During the month, you may need to pay for something on behalf of a client. The most common forms of client expenses we see: Filing Fees Copy Requests Mediation fees Deed Recordings Every client expense - whether mileage, postage fees, ...

    • Your Guide To Finance Request Hub

      Welcome to Request Hub for the Finance Department.  Our goal is to limit the time you need to spend on administrative tasks and will continue to identify areas we can alleviate unnecessary administrative burden on practitioners and support staff.  ...

    • Budget/Expense Categories and Common Uses

      This list is still a work in progress, last updated 9/7/2023 Name Description Example Use Meals & Incidentals – Client & Networking Meals and misc expenses related to obtaining clients or networking with outside groups Meals & Incidentals – Mergers & ...

    • Expense Tracking for Clients in Clever Case

      Clever Case Expense Module Department: Firm Wide Revision Date: 4/21/2023 Changes Costs will no longer be recorded on a New Timecard. “Cost” is no longer found under “Rate Type”. Only fees (hourly or flat fee) will be captured on Timecards. Old costs ...