Understanding Finances in CaseWyze

CaseWyze connects work performed on a case with staff costs, client billing, payments, and retained funds.

The financial workflow

1. Add time for work performed and expenses for costs incurred.
2. Review the entries and approve them or return them for correction.
3. Use eligible reviewed entries to prepare client invoices.
4. Use eligible approved entries to generate staff payment slips.
5. Record client payments and staff payments in their respective workflows.

What each record means

• Time entry: hours, an item, a rate, and a description of work.
• Expense entry: a cost item, quantity, rate, notes, and an optional receipt.
• Invoice: amounts billed to a client.
• Payment slip: amounts payable to a staff member or investigator.
• Retainer: client funds held and available to apply to invoices.
• Budget: the authorized spending or time allowance for a case.

Three different milestones

Approval confirms review. Invoicing bills the client. A payment slip tracks payment to staff. Completing one does not automatically mean the other two are complete. A staff entry can be paid while still awaiting client invoicing.

Access and availability

The controls you see depend on your permissions, access to the case, the case status, and the entry's review, invoice, and payment state. If an action is missing, ask your CaseWyze administrator to check these conditions.

Find the right finance guide

Record and find work

• Where to Find Time, Expenses, and Financial Records
• Adding Time Entries
• Adding Expense Entries
• Linking Time and Expenses to Updates and Activities
• Entering Time and Expenses for Another Staff Member
• Adding and Managing Expense Receipts
• Searching and Filtering Time and Expense Entries

Correct and review entries

• Editing Time and Expense Entries
• Correcting and Resubmitting Declined Entries
• Undoing Approval to Correct an Entry
• Deleting Time and Expense Entries
• Understanding Entry Statuses and Financial Locks
• Reviewing, Approving, and Declining Entries
• Using the Billing Review Queue

Rates, invoices, and client funds

• Understanding Pay Rates, Billing Rates, and Finance Items
• Creating Invoices from Reviewed Work
• Editing, Sending, and Managing Invoices
• Recording Client Invoice Payments
• Managing Client Retainers

Staff payments, summaries, and support

• Generating Payment Slips for Staff
• Recording and Correcting Payment Slip Payments
• Reviewing Case Financial Summaries and Budgets
• Exporting Finance Records and Using Financial Reports
• Finance Permissions and Record Visibility
• Troubleshooting Time, Expenses, and Finance Actions