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Case Expense Tracking

Track every dollar. Bill back every cent.

PI firms advance thousands of dollars per case on filing fees, medical records, expert depositions, process servers, and court costs. If you're tracking these in spreadsheets or sticky notes, you're leaving money on the table at settlement. inTrial logs every expense to the case, categorizes it automatically, and rolls it directly into your settlement statements — so every cent you advance is accounted for and recovered.

Included in your subscription. Standalone tools charge $20-40/user/month for expense tracking.
$8,247
Total expenses
$4,002
Paid
$4,245
Outstanding
Gonzalez v. Acme — Expenses
Police report copy
Records · Mar 22
$15.00Paid
MRI — Memorial Hermann
Medical · Mar 18
$2,450.00Pending
Filing fee — Harris County
Court · Mar 15
$402.00Paid
Process server — Acme Corp
Service · Mar 12
$85.00Paid
Expert deposition — Dr. Patel
Expert · Mar 8
$3,500.00Invoiced

$0

Expenses lost to poor tracking

1 click

Settlement statement generation

100%

Expense recovery at settlement

Log expenses in seconds

Add an expense to any case in seconds — enter the amount, pick a category, attach a receipt, and you're done. No spreadsheets, no separate apps, no forgetting to log that filing fee three weeks later.

  • Quick-add expense form accessible from any case
  • Predefined categories for common PI expenses
  • Receipt photo upload from desktop or mobile
  • Recurring expense templates for ongoing costs
Log Expense
Description
Expert deposition — Dr. James Patel, Orthopedic Surgeon
Amount
$3,500.00
Date
Mar 8, 2026
Category
RecordsCourtExpertMedicalServiceTravel
Receipt
Drop receipt image or browse

See where the money goes

Get a clear breakdown of expenses by category for every case. Know at a glance how much you've spent on experts versus filing fees versus medical records. Compare expense patterns across cases to identify cost optimization opportunities.

  • Visual category breakdown for every case
  • Firm-wide expense reporting across all cases
  • Identify high-cost expense categories
  • Track paid vs. outstanding balances
Expense BreakdownGonzalez v. Acme
Expert Fees
$3,50042%
Medical Records
$2,45030%
Court Filing Fees
$1,20415%
Process Service
$4856%
Records & Copies
$3584%
Travel & Other
$2503%
Total Case Expenses$8,247.00

Settlement statements that write themselves

When it's time to settle, all case expenses flow directly into the settlement statement. Attorney fees, case costs, medical liens — everything itemized and calculated automatically. Export a professional PDF for the client in one click.

  • Auto-generated settlement statements from logged expenses
  • Attorney fee calculation at your configured percentage
  • Medical lien tracking and deduction
  • Professional PDF export for client distribution
Settlement Statement Preview
Gross Settlement$125,000.00
Attorney Fee (33.33%)-$41,662.50
Case Expenses-$8,247.00
Expert Fees$3,500.00
Medical Records$2,450.00
Court & Filing$1,204.00
Other$1,093.00
Medical Liens-$18,500.00
Client Net$56,590.50

Everything you get

All included in your inTrial Manage subscription. No add-ons. No per-use fees.

  • Quick expense logging from any case page
  • Categorized expense tracking — experts, filing fees, medical records, and more
  • Receipt image upload and attachment
  • Settlement statement auto-generation from logged expenses
  • Attorney fee calculation at your configured contingency rate
  • Medical lien tracking and deduction
  • Paid vs. outstanding balance tracking per case
  • Firm-wide expense reporting and analytics
  • Export expense reports and settlement statements as PDF
  • Recurring expense templates for ongoing costs
  • Mobile expense logging for on-the-go tracking
  • Complete expense audit trail for billing disputes

Key capabilities

Every Dollar Tracked

Filing fees, expert costs, medical records, process service — every expense logged to the case with date, category, and receipt.

Auto Settlement Statements

Settlement statements generate automatically from your logged expenses. Attorney fees, costs, and liens calculated instantly.

Expense Analytics

See where your money goes with category breakdowns per case and firm-wide reporting across your entire caseload.

Smart Categories

Predefined expense categories for PI firms — plus custom categories for your specific practice. Consistent tracking across all cases.

Receipt Management

Attach receipt images to every expense. Never lose proof of a cost advanced. Accessible anytime for billing disputes.

Cost Recovery

Ensure every dollar you advance is recovered at settlement. No more expenses falling through the cracks.

Frequently asked questions

How do expenses flow into settlement statements?
Every expense you log to a case is automatically included in the settlement statement when you generate one. The statement itemizes all expenses by category, calculates attorney fees at your configured contingency rate, deducts medical liens, and shows the client net. You can adjust any line item before exporting the final PDF.
Can I track expenses across all cases firm-wide?
Yes. The firm-wide expense dashboard shows total expenses across all cases, broken down by category, attorney, and time period. This helps firm management understand cost patterns and identify opportunities to reduce expenses.
Is there a way to track reimbursable vs. non-reimbursable expenses?
Yes. Each expense can be flagged as reimbursable (recovered from the client at settlement) or non-reimbursable (firm overhead). Reimbursable expenses flow into settlement statements; non-reimbursable expenses appear in firm-level reporting only.
Can I attach receipts to expenses?
Yes. Upload receipt images directly when logging an expense — from your desktop or phone camera. Receipts are stored securely in the case drive and linked to the expense entry for easy access during audits or billing disputes.
Does it support different contingency fee structures?
Yes. You can configure different fee percentages per case — standard 33.33% pre-litigation, 40% post-litigation, or any custom rate. The settlement statement calculator uses the rate assigned to each specific case.

Ready to see it in action?

Book a guided demo and we'll walk your firm through it. No contracts.

$199/user/month. All features included. Cancel anytime.