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Custody & Advances
Issue custody amounts to lawyers for case expenses, track spending, and settle balances with receipts.
Last updated: July 2026
Overview
The Custody page allows you to manage advances — sums of money given to lawyers or staff to cover anticipated case-related expenses. Every custody has a lifecycle: issued, partially spent, settled, or returned.
Custody Table
The table displays all active and historical custody entries:
| Column | Description |
|---|---|
| Lawyer / Staff | The person who received the advance |
| Amount Given | Original amount issued |
| Amount Spent | Total expenses submitted so far |
| Remaining | Amount Given minus Amount Spent |
| Status | Open, Partially Settled, Settled, or Returned |
Issuing a Custody
- Click Issue Custody.
- Select the Lawyer or Staff Member receiving the advance.
- Enter the Amount.
- Write the Purpose (e.g., "Court filing fees for Case #2025-089").
- Optionally link to a Case.
- Click Issue. The amount is deducted from the cash-on-hand balance in the Treasury module.
Settling a Custody
When the lawyer returns with receipts:
- Open the custody record and click Record Settlement.
- Enter each expense (category, amount, date, receipt upload).
- The system calculates the remainder (Amount Given minus total expenses submitted).
- If a remainder exists, record the cash returned by the lawyer. If expenses exceed the advance, record the shortfall to be reimbursed.
- Click Finalise Settlement. The custody status changes to Settled.
Tip: Pending custodies are highlighted in amber on the table. Set a reminder to follow up with lawyers who have open custodies for more than 14 days.
Important: A lawyer cannot receive a new custody while they have an unsettled open custody unless approved by a manager.
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