Lawmatics integrates your invoices directly with QuickBooks Online. When an invoice is sent to a matter using LMPay or Time & Billing, Lawmatics automatically creates (or updates) the matching customer and invoice in QuickBooks Online.

This is a one-way sync: Lawmatics → QuickBooks Online only. Nothing entered directly in QuickBooks ever flows back into Lawmatics.

We recommend completing every setup step below — accounts, Products & Services, and all mappings — before connecting the integration and before sending any invoices or trust requests. If you connect first, mapping dropdowns will show up empty.

Before connecting, create these three accounts in your QuickBooks Chart of Accounts with the exact Account Type and Detail Type shown. If the type doesn't match exactly, the account won't appear in Lawmatics' mapping dropdowns.

Most common setup issue: Trust Liabilities not showing up as an option in Lawmatics.

To fix: in QuickBooks Online, go to Chart of Accounts → find the account → Edit → set Account Type to Other Current Liabilities and Detail Type to Trust Account Liabilities → Save → refresh Lawmatics.

If any of these three accounts are missing, invoice or payment syncs that depend on it will fail.

A Lawmatics invoice can include several kinds of line items, and each kind needs somewhere to map to in QuickBooks. Create these Products/Services in QuickBooks before connecting, otherwise everything will fall back to a generic "Services" item.

How the mappings and defaults work:

For time entries and expenses, Lawmatics first looks for a mapping tied to that specific activity type or expense type (e.g. "Deposition prep" or "Filing fee"). If none exists, it falls back to that category's Default Type mapping, the catch-all set up in the mapping screen. Write-offs, surcharges, and forwarded balances each have only one mapping, there's no per-type breakdown for those.

Example:

You've mapped "Court filing fee" as a specific expense type, but a team member logs an expense as "Process server fee" with no specific mapping set up. Lawmatics uses the Default Type mapping for expenses instead.

If a time entry or expense type has no specific mapping and no Default Type mapping exists either, the invoice sync will fail with an error along the lines of "Item not mapped for billing activity type." Setting a Default Type mapping for time entries, expenses, and adjustments avoids this.

Before connecting, make sure each payment method you plan to use in Lawmatics (Credit Card, ACH, Check, Trust Payment, etc.) exists in QuickBooks.

Only connect after your accounts (Section 1) and Products & Services (Section 2) are set up in QuickBooks. Connecting first will leave your mapping dropdowns empty or incomplete.

Once connected, map everything to what you set up in QuickBooks:

Confirm nothing is left unmapped before sending your first invoice.

Before any invoice syncs, Lawmatics always checks the customer in QuickBooks first. This happens on every invoice sync, not just the first one for that client.

Naming in QuickBooks:

To make it clear which customers originated from Lawmatics, and to avoid name collisions inside QuickBooks, Lawmatics adds a tag to the customer name in the form:

Smith, John (Lawmatics-4821)

The number in that tag is tied to the Contact or Company ID in Lawmatics (not to an individual matter.) Because one client can have multiple matters, Lawmatics only creates one QuickBooks customer per Contact/Company.

Create vs. update works the same way as customer sync: if the invoice has already synced to QuickBooks once, it's updated; otherwise a new QuickBooks invoice is created.

What's sent to QuickBooks:

What triggers a sync:

Editing an already-synced invoice does not automatically resync it. After making changes, click Sync to QuickBooks again to push the update.

Lawmatics creates two kinds of objects in QuickBooks for money movement:

Whether a trust deposit is entered manually or paid by the client through LMPay via a Trust Fund Request, a Journal Entry is created:

No invoice is involved, so no Payment is created.

A single Payment is created, applied to the invoice, and deposited to your mapped Operating account (Section 5).

Selecting Trust Payment does two things at once:

You don't need to separately record the trust withdrawal in QuickBooks since both halves happen automatically.

Trust bank and Trust Liabilities should always move together in your QuickBooks reports.

Don't manually re-enter these in QuickBooks. If you're used to categorizing a downloaded trust account transaction by hand, doing that on top of what Lawmatics already created will double-count it. When reconciling a downloaded bank feed transaction, match it to the entry Lawmatics already made.

When you first connect the integration (or at any point afterward) you can sync historical invoices to QuickBooks in bulk from a chosen date range.

Every sync attempt is tracked, and it's what drives the red or green "qb" icon on that invoice or transaction.

Why don't I see my QuickBooks bank accounts listed as options in my integration settings?

Make sure your accounts in QuickBooks match the Account Type and Detail Type shown in Section 1.

Why do I need multiple mappings for payments?

The Payment Method mapping only controls how the transaction is labeled in QuickBooks. The Bank Account mapping controls where the money actually deposits.

Why can't I map a payment method to Undeposited Funds?

Lawmatics only allows Bank-type accounts in the Operating/Trust account mapping (Section 1, Section 5). Undeposited Funds isn't selectable as a result.

Do I need to manually record a trust deposit or trust withdrawal in QuickBooks?

No. When a trust deposit is made, or when an invoice is paid with Trust Payment, Lawmatics automatically creates the Journal Entry that records the trust-side movement. Manually re-entering it will double-count the transaction. If you're reconciling a downloaded bank feed transaction, match it to the entry Lawmatics already created.