Track Every Dollar.
Recover What You Can.
Monitor litigation costs, medical liens, case funding, and reimbursements from a centralized financial workflow built for plaintiff law firms.
Maintain visibility into every expense, every lien, and every dollar owed before settlement negotiations begin.
Expenses — Johnson v. Metro Insurance
+ Add expenseThe real problem
Case Costs Add Up Quickly. Visibility Matters.
Every plaintiff firm leaks money through expenses, liens, and funding that were never logged, never negotiated, or never recovered. Lextiff closes every leak.
Firm Costs
Separate firm expenses from case-related costs.
Missing receipts
Costs disappear forever when receipts aren't attached immediately.
Unresolved liens
Medical and government liens sit unnegotiated until settlement day — when it's too late to get a better number.
Lost reimbursements
Money that should come back from settlements never does — because the expense, lien, or funding balance was never logged.
Connect Every Expense to the Matter Record
Filing fees, medical record requests, expert witness fees, deposition costs, investigators, mileage, imaging, court costs — every dollar spent on every case tracked in one place from the moment it's incurred.
- ✓ Expense categories — filing, medical, expert, investigation, travel
- ✓ Date tracking — when each expense was incurred
- ✓ Vendor name and contact information
- ✓ Receipt and documentation attachments
- ✓ Running total visible on case dashboard
- ✓ Recoverable vs non-recoverable classification
- ✓ Automatically deducted in settlement calculations
- ✓ Searchable across all cases
Full expense ledger
Expenses — Johnson v. Metro Insurance
Court filing fee
Filing · Jan 3
Medical records — Miami General
Medical records · Jan 8
Medical records — Dr. Martinez
Medical records · Jan 10
Accident reconstruction expert
Expert witness · Jan 15
Private investigator — 3 days
Investigation · Jan 18
Office supplies
Firm expense · Jan 20
Deposition court reporter
Deposition · Feb 2
Expert witness fee
Expert witness · Feb 5
Certified police report
Filing · Jan 3
Identify Recoverable and Non-Recoverable Costs
Not every case expense gets recovered from the settlement. Lextiff makes the distinction clear at the moment of entry — so your firm knows exactly what comes back and what the firm absorbs.
- ✓ Recoverable — flagged green, deducted from settlement
- ✓ Non-recoverable — flagged gray, firm absorbs cost
- ✓ Pending — awaiting approval before classification
- ✓ Automatic totals by category
- ✓ Net case profitability calculated in real time
- ✓ Settlement-ready calculations — exact deductions
- ✓ Recovery rate tracking per case type
- ✓ Identify expense categories that reduce profitability
Recoverable expense
Medical records — Miami General
Medical records · Jan 8, 2026 · Vendor: Miami General Hospital
$2,400.00
Amount
✓ Approved
Status
Settlement
Recovered from
💡 This expense will be deducted from settlement proceeds and recovered at closing.
Non-recoverable expense
Office courier — document delivery
Firm expense · Jan 20, 2026 · Vendor: City Courier
$40.00
Amount
✓ Approved
Status
Firm absorbs
Recovery
📌 This is a firm operating expense — not deducted from settlement or client funds.
The difference
Eliminate Financial Surprises at Settlement
❌ Limited Expense Visibility
Spreadsheet formulas — wrong calculations at closing
Manual reconciliation
Incomplete vendor records
Missing receipts — costs disappear with no documentation
Unknown recoverability — firm absorbs costs it shouldn't
Duplicate entries — same expense logged twice
Unapproved spending — nobody knew who authorized it
Lost reimbursements — never tracked, never recovered
✓ Centralized Expense Tracking
Expense categories — organized, searchable, exportable
Financial summaries available
Supporting documentation attached
Receipt attachments — every cost documented permanently
Recovery tracking — recoverable vs non-recoverable clear
Approval workflows — 3-level authorization built in
Vendor history — spending by vendor tracked
Full visibility — every expense on every case, in real time
Control Expense Approval Workflows
Large expenses — expert witnesses, private investigators, specialized medical testing — need authorization before they're incurred. Lextiff's 3-level approval workflow ensures the right people approve the right expenses before money is spent.
- ✓ Level 1 — Paralegal or staff submits expense
- ✓ Level 2 — Case manager reviews and approves
- ✓ Level 3 — Attorney final approval required
- ✓ Approval thresholds — set limits per level
- ✓ Rejection with notes — explain why denied
- ✓ Approval timestamps — who approved when
- ✓ Financial accountability
- ✓ Authorization records
- ✓ Pending expense dashboard — nothing forgotten
- ✓ Email notifications at each approval stage
3-level approval workflow
⏳ Expense pending approval
Expert Witness Fee
Accident reconstruction · Expert Witness LLC · Submitted by Tom K.
Level 1 — Paralegal review
Tom K. submitted · Jan 20 · 2:00 PM
Level 2 — Case manager review
Lisa P. approved · Jan 20 · 3:30 PM
Level 3 — Attorney approval
Sarah M. — pending · Awaiting
Rejected expense — with reason
Premium courier service
Travel · Submitted by Tom K.
Rejection note — Sarah M. · Jan 18 · 4:15 PM
Use standard courier for case documents. Premium service not approved for routine delivery. Resubmit with standard courier cost.
Maintain Complete Expense History
Every expense submission, every approval, every rejection, every amount update — logged permanently with a timestamp and user identity. Complete accountability across every dollar on every case.
- ✓ Expense submitted — user, amount, category logged
- ✓ Level 1 approval — reviewer and timestamp
- ✓ Level 2 approval — reviewer and timestamp
- ✓ Level 3 approval — attorney and timestamp
- ✓ Rejection — reason noted, user logged
- ✓ Financial transparency
- ✓ Accountability
- ✓ Amount updates — before and after recorded
- ✓ Recovery status changes — logged with user
- ✓ Full expense history — never deleted
Expense approval audit trail
Expense history — Expert Witness Fee $5,000
Submitted expense: Expert Witness Fee — $5,000 (Accident reconstruction, Expert Witness LLC)
Level 1 approved — expense reviewed, vendor verified, rate confirmed reasonable
Level 2 approved — case value justifies expert cost, essential for reconstruction analysis
Level 3 approval request sent to Sarah M. — attorney review required for expenses over $2,500
Level 3 approved — expert essential for liability argument. Recoverable expense confirmed.
Expense fully approved — added to case ledger. Marked recoverable. Settlement deduction prepared.
Understand Case Costs Before Settlement
The expense dashboard gives your firm complete visibility into every dollar spent across every case — categorized, approved, and tracked against recovery. Know your exact cost basis on every matter before settlement day.
- ✓ Total expenses across all cases
- ✓ Recoverable vs non-recoverable breakdown
- ✓ Pending approval amounts flagged
- ✓ Recovered vs outstanding balances
- ✓ Expense trends month-over-month
- ✓ Highest expense cases surfaced
- ✓ Spending by category firm-wide
- ✓ Net profitability per case type
Firm expense dashboard
Expense overview — Smith & Associates · January 2026
Spending by category
Maintain Organized Vendor Records
Track every vendor your firm uses — medical record companies, expert witnesses, court reporters, investigators. See total spending, contact information, and complete expense history per vendor across all cases.
- ✓ Vendor name and contact information
- ✓ Total spending per vendor
- ✓ Number of expenses per vendor
- ✓ Financial organization
- ✓ Expense history across all cases
- ✓ Category classification per vendor
- ✓ Vendor rate tracking — spot overcharging
- ✓ Search vendors across your firm
- ✓ Vendor spending trends over time
Vendor history
Vendors — Smith & Associates
Expert Witness LLC
Expert witness · 6 expenses
Accident reconstruction, biomechanics, medical experts
Miami General Hospital
Medical records · 14 expenses
Medical records requests across multiple cases
Court Reporter Inc.
Deposition · 9 expenses
Court reporting and transcript services
Metro Investigations
Investigation · 4 expenses
Private investigation and surveillance services
City Filing Service
Filing · 22 expenses
Court filing fees and certified document requests
See Total Case Costs Before You Need To
Every expense, lien, and funding draw rolls up into one running cost basis per case. Compare projected costs against budget, benchmark against similar matters, and know exactly where a case stands financially — long before settlement day.
- ✓ Total cost basis per case, updated in real time
- ✓ Budgeted vs actual cost tracking
- ✓ Cost-per-case benchmarks by practice area
- ✓ Cost-to-recovery ratio calculated automatically
- ✓ Case cost caps with threshold alerts
- ✓ Cross-case cost comparison
- ✓ Cost basis exported directly to settlement statements
- ✓ Historical cost trends by case type
Case cost summary
Cost basis — Johnson v. Metro Insurance
Cost basis by source
Track Every Medical Lien From Treatment to Resolution
Hospital bills, provider liens, and letters of protection pile up fast on personal injury cases. Lextiff tracks the original balance, every negotiation, and the final payoff for each lienholder — so nothing gets missed before disbursement.
- ✓ Provider and hospital lien balances tracked per case
- ✓ Letters of protection (LOPs) logged and monitored
- ✓ Original balance vs negotiated balance vs final payoff
- ✓ Lien reduction negotiation history, offer by offer
- ✓ Itemized bills and provider statements attached
- ✓ Lien satisfaction and release tracking
- ✓ Outstanding lien balances flagged before settlement
- ✓ Notice-of-lien and lien-perfection deadlines tracked
Medical liens ledger
Liens — Johnson v. Metro Insurance
+ Add lienMiami General Hospital
Hospital lien · Original $18,200
Dr. Martinez Orthopedics
Provider lien (LOP) · Original $6,400
South Florida Imaging
Provider lien · Original $2,100
Coastal Physical Therapy
Provider lien (LOP) · Original $3,900
Lien management
Manage Every Lien Type in One System
Medical liens are only part of the picture. Lextiff tracks hospital, attorney, government, and subrogation liens side by side — with the same negotiation history, documents, and audit trail.
Hospital & Provider Liens
Statutory hospital liens and letters of protection tracked from admission to payoff.
Attorney Liens
Prior counsel liens and referral fee obligations tracked and reconciled at settlement.
Government Liens
Medicare, Medicaid, and ERISA liens tracked with Medicare Set-Aside (MSA) support.
Subrogation Liens
Health and auto insurer subrogation claims linked directly to the case record.
Track Litigation Funding Without Losing Visibility
High-cost cases often need outside funding to cover expert fees and other case costs. Lextiff tracks every funding partner, draw request, and accruing balance — so the payoff amount at settlement is never a surprise.
- ✓ Funding partner and agreement details per case
- ✓ Draw requests and disbursements logged as they happen
- ✓ Interest and fees accrued and calculated automatically
- ✓ Repayment terms and current payoff amount always visible
- ✓ Funding balance deducted automatically at closing
- ✓ Multiple funding sources supported per case
- ✓ Funding utilization compared against total case cost
- ✓ Funder statements and correspondence attached
Case cost funding
Funding — Johnson v. Metro Insurance
Draw history — Capital Case Funding LLC
Initial draw — expert witness retainer
Jan 15
Second draw — accident reconstruction
Feb 10
Third draw — medical imaging costs
Mar 22
💡 Payoff balance updates automatically as interest accrues, and deducts from settlement proceeds at closing.
Deliver Transparent Client Reimbursements at Settlement
Settlement day shouldn't be the first time a client sees an itemized breakdown of costs. Lextiff builds the disbursement statement automatically from the expense, lien, and funding ledgers already in the case — so every deduction is documented and every reimbursement is clear.
- ✓ Disbursement statement generated automatically from the ledger
- ✓ Itemized deductions — expenses, liens, funding, and fees
- ✓ Client reimbursement schedule and payment tracking
- ✓ Overpayment detection before disbursement is finalized
- ✓ Trust account reconciliation support
- ✓ Client-facing statement export, ready to share
- ✓ Reimbursement status — pending, issued, cleared
- ✓ Historical reimbursement records per client
Disbursement statement
Settlement disbursement — Johnson v. Metro Insurance
The old way
Common Expense, Lien & Funding Challenges
It's never intentional. It's always the same pattern — no system, no visibility, no accountability.
Lost receipts
Expert fee paid in month 2. Receipt not saved. No documentation at closing. Firm can't prove the cost.
Unapproved expenses
$8,000 expert witness fee incurred without attorney approval. Discovered at settlement.
Spreadsheet errors
Wrong formula totals expenses. Firm miscalculates what's deducted from settlement. Client overpaid.
Duplicate costs
Same medical record request logged twice. $1,800 charged twice in the settlement calculation.
Unresolved liens
Hospital lien never negotiated down. Firm pays full statutory balance instead of a reduced amount.
Untracked funding interest
Case funding balance grows for months with no visibility. Payoff amount surprises everyone at closing.
Missing reimbursements
Case costs never logged. Settlement distributed without deducting $3,400 in expenses. Firm eats the cost.
Vendor confusion
Three different rates from same expert across different cases. No history to negotiate from.
Lextiff prevents every single one of these.
Lextiff prevents all of them.
Every dollar tracked. Every lien negotiated. Every cost recovered.
Financial tracking by the numbers
Tracking across every case
Approval workflow — paralegal to attorney
Expenses and vendors per case
Cost tracking — know what comes back
Audit trail on every approval
Vendor management
Medical, attorney, government & subrogation
Funding draws, interest, and payoff
Disbursement statements at settlement
Included in Expenses, Liens & Funding
Not a basic expense list. A complete plaintiff financial management system.
Maintain Visibility Into Every Cost Associated With Your Cases
Lextiff gives plaintiff firms complete visibility into expenses, liens, funding, and reimbursements — all in one place. Track costs, negotiate liens, monitor funding balances, and generate disbursement statements through a centralized workflow built for plaintiff law firms.
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