How to Manage Spend?

Monitor forecast and actual spend against budget

Sarah Webb avatar
Written by Sarah Webb
Updated over a week ago

In this article:

Set the budget for each LSP

To track your forecasted and actual spend against your budget, you must first know your budget. Go to Settings>Legal service providers>Budgets

You can specify your budget for each service provider by month.

To simplify things, copy and paste the figures from an existing spreadsheet (ensure the service provider names are in the same order). If your budget is an annual figure broken evenly over 12 months, type the figure directly into the total column, and we will automatically populate the monthly figures for you.


LawVu manages forecasts via the Scope Management feature, which you can enable within the matter type. To ensure you provide a forecast for all matters sent to outside counsel, please ensure that scope management is set to On or Optional.

The Scoping fields you add will help you negotiate effectively and limit the options available when you send a matter to outside counsel. They will also remind your service provider to provide a forecast at the start of the matter and update it whenever the actual spend exceeds the latest forecast.

You can read this article to learn more about which LawVu fields you can add to your scoping form. While you can add custom fields, only data captured in LawVu fields ties directly to the reports in the Reports section.

Please note: Service providers are not required to update the forecast if the fee arrangement is an estimate.

Actual Spend

Service providers upload their invoices on each billing date and submit them to you as a batch. LawVu rejects invoices exceeding the agreed-upon fee and prompts the service provider to update the forecast and explain the increase.

Please note: Only once the updated forecast has been approved may the invoice be submitted, and service providers are not required to update the forecast if the fee arrangement is an estimate.

Import historic invoices

If you've kept past invoices in various systems or Excel files, we can bring them into LawVu, giving you an accurate view of your spending history.

In simple terms, this process includes extracting data from prior systems or Excel files, arranging it by Legal Service Provider, validating it using a template, and then importing the invoices in stages after review.

By importing your historical invoices, you'll gain insights into trends and past data. This enables you to assess and strategize for external expenditures, as well as generate reports for your business.

Keep in mind that substantial data imports might require more time, although typically, this process is completed in approximately 2 weeks.

To initiate the historic invoice import, please get in touch with your Customer Success Manager or Customer Support.

Spend Reporting

You can monitor how forecasted and actual spend are tracked against your budget at any time in the Reporting / Spend section.

Obtain an overview of overall spend categorized by fiscal or calendar year, or even a month-to-month breakdown of total fees while gaining insights into the distribution among all Legal Service Providers (LSPs), access points, users, and permissions.

Within this interface, you'll discover an array of insightful graphs that provide valuable information, such as spend breakdowns by matter type, LSP, or department.

Also, you'll find an overview that contrasts monthly spending against the budget, alongside a comparison of monthly budget allocation versus actual spend per LSP.

For more detail, click the Ellipses icon on each graph to Export the data, Spotlight or Get insights. Easily sort, filter, view the data as a table or graph and drill down reports so you can find the insights you need.

Discover the power of reports in our Standard Reporting article.

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