Prevail 10 E-Training*: Ledger Tab

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The Ledger tab allows you to track time, costs, and fees associated with the matter. This tab will also keep a running total of the amount paid/received, as well as the time spent working on this case.

Part 1: Adding a Cost Entry

Cost: An expense incurred by the firm. A cost could be anything from medical records to postage for mail being sent out by the firm.

Click ‘Add Cost’
Fill in the information from the table below:

Field	Field Description / Instructions	Example / Notes

Field	Field Description / Instructions	Example / Notes
Subject	Description of the entry.	“Medical records from ABC Imaging”
Client	Use the dropdown to select the client this entry refers to.	This will default to ‘All Clients’ and does not need to be changed unless you have multiple clients attached to the matter.
Category	Use this dropdown to select the cost category.	Customizable list from the databank. For more information, see Prevail 10 E-Training: Databank.
Date and Time	The date and time of the entry.	Automatically fills with the current date and time but can be changed if needed.
Amount	Enter the cost amount.	$150.00
Billable Party	Use the dropdown to select the user responsible for this cost incurred by the firm.	Automates to the Lead Attorney on the matter. Can be changed if desired.
Pay to the Order of	Attach the recipient of the payment for this cost item. Click Attach, type the desired contact, and either double-click or click Attach to select them.	“ABC Records”
Check Number	If a check has been paid for this cost, enter the check number that was submitted.	10258
Billing Date	Select the date the firm was billed for this cost item.	05/01/2025
Invoice Number	Enter the number listed on the invoice received.	INV-2310
Reconciled (checkbox)	Check this box if the cost has been paid.
Reconciled Date	Select the date the cost was reconciled.	Only functions if the Reconciled checkbox is checked.
Notes	Type any additional notes in this text box.
Attachments	Attach any files associated with this cost entry.

Part 2: Adding a Fee Entry

Fee: A charge to the client for time or services provided by the firm.

Click ‘Add Fee’
Fill in the information from the table below:

Field	Field Description / Instructions	Example / Notes

Field	Field Description / Instructions	Example / Notes
Subject	Description of the entry.	“Medical records from ABC Imaging”
Client	Use the dropdown to select the client this entry refers to.	This will default to ‘All Clients’ and does not need to be changed unless you have multiple clients attached to the matter.
Category	Use this dropdown to select the ledger category.	Customizable list from the databank. For more information, see Prevail 10 E-Training: Databank.
Date and Time	The date and time of the entry.	Automatically fills with the current date and time but can be changed if needed.
Amount	Enter the fee amount.	$150.00
Billable Party	Use the dropdown to select the user responsible for this cost incurred by the firm.	Automates to the Lead Attorney on the matter. Can be changed if desired.
Pay to the Order of	Attach the recipient of the payment for this cost item. Click Attach, type the desired contact, and either double-click or click Attach to select them.	“ABC Records”
Check Number	Not applicable. This field is here for ledger cost, and will likely not be relevant for fees.
Billing Date	Select the date the client was billed for this service fee amount	05/01/2025
Invoice Number	Not applicable. This field is here for ledger cost, and will likely not be relevant for fees.
Reconciled (checkbox)	Check this box if the fee has been paid by the client or responsible party
Reconciled Date	Select the date the cost was reconciled.	Only functions if the Reconciled checkbox is checked.
Notes	Type any additional notes in this text box.
Attachments	Attach any files associated with this cost entry.

Part 3: Adding a Time Entry

Time: Any time spent working on the case

Click ‘Add Time’
Fill in the information from the table below:

Field	Field Description / Instructions	Example / Notes

Field	Field Description / Instructions	Example / Notes
Subject	Description of the entry.
Client	Use the dropdown to select the client this entry refers to.	This will default to ‘All Clients’ and does not need to be changed unless you have multiple clients attached to the matter.
Category	Use this dropdown to select the ledger category.	Customizable list from the databank. For more information, see Prevail 10 E-Training: Databank.
Date and Time	The date and time of the entry.	Automatically fills with the current date and time but can be changed if needed.
Timekeeper	Use the dropdown to select the user responsible for tracking time for this matter.	Automates to the Lead Attorney on the matter. Can be changed if desired.
Rate	Enter the hourly rate for the timekeeper	This can be automated if the rate is determined in Employee Setup for each user in the system.
Hours	Enter the amount of time associated with this entry	You may choose to enter this number or use the timer (explained below) to automate the time.
Start (button)	Click this button to start a timer. This will automatically fill in the hours field.
Calculate (checkbox)	Check this box if you would like Prevail to determine the amount by calculating the Amount X Hours
Amount	Enter the dollar amount determined for this time entry	This will automate if the calculate box is checked, and the timer is turned on.
Check Number	Not applicable. This field is here for ledger cost, and will likely not be relevant for fees.
Billing Date	Select the date the client was billed for this service fee amount	05/01/2025
Invoice Number	Not applicable. This field is here for ledger cost, and will likely not be relevant for fees.
Reconciled (checkbox)	Check this box if the fee has been paid by the client or responsible party
Reconciled Date	Select the date the cost was reconciled.	Only functions if the Reconciled checkbox is checked.
Notes	Type any additional notes in this text box.
Attachments	Attach any files associated with this cost entry.