Requesting and Authorizing an Expense or Payment

03/03/2026
Knowledge

How To

An expense or payment request is an internal request to draw an expense or payment within LEAP. Learn how to create, manage and authorise expense requests (for general account) and payment requests (for trust account). Payment requests will be automatically created if the staff members does not have the ability to create payments. For more information, see Application Settings - Staff Members.

Desktop
Accounting Plus
Web

Request an Expense or Payment

Open the matter.
Click LEAP Accounting.

LEAP Accounting will open in a new window.
Click the General Accounting > Expenses & Receivables or Trust Funds > Trust Account tabs.
Click the arrow next to Pay Expense or Make Payment on the toolbar then select Expense Request or Make Payment Request.

Click to edit heading

You can also create a new request by clicking the LEAP Menu > Accounting > under General Accounting > Expense Requests or the LEAP Menu > Accounting > under Trust Accounting > Payment Requests. From the Expense Requests or Payment Requests window, click New Expense Request or New Payment Request.

Complete the required fields by either entering or selecting the information from lists when you click .

The Date Required field is an internal request feature. It is the date the requester want permission by. There is no expiry date for a Payment Request if it has not been paid.
Click Save & Close.

Click the down arrow next to Save & Close and then Save & Notify to select a staff to authorize the expense or payment. A notification of the request will appear on their notifications window.

Authorize and Create an Expense or Payment

Click the LEAP Menu > Accounting > under General Accounting > Expense Requests or the LEAP Menu > Accounting > under Trust Accounting > Payment Requests depending on whether the request was for a general or trust account.
Open the request on the Expense Requests or Payment Requests window.

Click to edit heading

To make it easier to find the request you want, filter the list selecting the appropriate Account then select the appropriate Authorization Status and the Payment Status options.

Select the request then click Authorize.

Click to edit heading

If you want to authorize an expense or payment on behalf of someone else, click the down arrow next to Authorize and select Authorize on behalf of to choose the person from the list, then click Select.

You can also authorize a request by double-clicking on the selected request to open it. In the Payment section, select who the request will be Authorized By then click Authorize.

Click Pay Expenses or Create Payments.
Complete creating the General Account Expense Paid or Trust Payment Paid.

Delete an Expense or Payment Request

Click the LEAP Menu > Accounting > under General Accounting > Expense Requests or the LEAP Menu > Accounting > under Trust Accounting > Payment Requests depending on whether the request was for a general or trust account.
Open the request on the Expense Requests or Payment Requests window.

Click to edit heading

To make it easier to find the request you want, filter the list selecting the appropriate Account then select the appropriate Authorization Status and the Payment Status options.

Click on the toolbar.
Confirm the deletion.

Clear an Authorized Expense or Payment Request

Click the LEAP Menu > Accounting > under General Accounting > Expense Requests or the LEAP Menu > Accounting > under Trust Accounting > Payment Requests depending on whether the request was for a general or trust account.
Open the request on the Expense Requests or Payment Requests window.

Click to edit heading

To make it easier to find the request you want, filter the list selecting the appropriate Account then select the appropriate Authorization Status and the Payment Status options.

In the Payment section, click Clear next to the Authorized By field.
Click Save & Close.

Click to edit heading

To access Expense Requests, click the LEAP Menu > Accounting > under General Accounting > Expense Requests.

New Expense Request

To create a new expense request:

Click New expense request.
Enter or select a Matter.

Click to search and choose a matter from the list, then click Select.
Enter the Date required. Click to select a different date, if required.

Click to edit heading

The Date required field is an internal request feature. It is the date by which the requester wants permission. There is no expiry date for a Payment request if it has not been paid.

Enter the Amount.
Select the Bank account.
Select the Pay to. The Address will automatically populate based on the contact selected.
Select the Payment type and click the 3 dots to enter any relevant Payment type details.
The user currently logged in will be set as the staff for the Requested by field. Click the X to select and change the staff member.
Enter a Reason for the payment request.
Click Save or Save and new to create another payment request.

Authorize an Expense Request

Select an expense request.
Click Authorize.

You can click the drop-down arrow next to Authorize for more options, including Authorize on behalf of.

Click to edit heading

To authorize expense requests in bulk, press CTRL and select the expense requests you would like to authorize and click Authorize.

Create Payment

Once the expense request has been authorized, you can create the relevant General or Trust account payment as usual:

Select an expense request that has already been authorized.

Click to edit heading

Authorized expense requests will be indicated with a green tick in the Auth column.

Click Create payment.
Complete creating the General Payment or Trust Payment.
Click Save & Close.

Delete an Expense Request

Select the relevant expense request.
Click Delete.
Click Delete to confirm.

Click to edit heading

To delete expense requests in bulk, press CTRL and select the expense requests you would like to remove and click Delete. Any authorized requests must be cleared before being deleted.

Clear an Authorized Expense Request

Right-click on the expense request and select Clear authorization.

Click to edit heading

To clear authorization for multiple expense requests, press CTRL and select the expense requests and click Clear authorization.

Request an Expense or Payment

Open the matter.
Hover over the General Account > Expenses & Receivables or Trust Funds > New Payment Request.
You can either click:
- Expense Request when in the General Account tab; or
- New Payment Request when in the Trust Funds tab.
The default bank accounts are listed in the Bank Account field. If you want to use another account, select one from the drop-down list.
By default, the Payee field is blank. Click to select a card from the window. You can also directly type a name into the Payee textbox.
The Address field will populate when a Payee is selected as a card. You can also directly type an address in the Address textbox.
The Request No. is always set to Auto no. and can't be changed. The number will be generated after the request has been saved.
The default Date Required and Date Entered will be set to today's date. Click the Calendar icon or type a date into the textbox.
Select a Payment Type from the drop-down list.
Enter a Reason.
Enter an Amount.
Tick or untick Inc. Tax, if required.
Select or change the Tax Code from the drop-down list.
By default, the Requested By field will be your name. Click to select a different staff from the list.
Toggle the Print option On to print the request once it's been saved.
Click Save.

Authorize and Create an Expense or Payment Request

Open the matter.
Hover over the General Account tab then click Expenses & Receivables or the Trust Funds tab then click Trust Funds.
Open the request.
By default, the Authorized By field is blank. Click Authorize to insert your name or select a different staff by clicking .

Click to edit heading

You can clear an expense authorization by selecting Clear, which will then revert the expense request to pending authorization.

Once you have authorized the expense, you will see a notification. The Authorized Date is always today's date and can't be changed.
Complete creating the General Account Expense Paid or Trust Payment Paid.

Alternatively, Save to create the expense or payment later.

Last Modified Date

3/03/2026 12:22 am

Title

Requesting and Authorizing an Expense or Payment

URL Name

Requesting-and-Authorizing-an-Expense-or-Payment-CA

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