Multi-Matter Budgets provide enhanced flexibility and control when managing spend across multiple matters.
Your organization must have this feature configured. You need the Advanced Budget Administrator role to create Multi-Matter Budgets.
There are four ways to access the Create a Multi-Matter budget page:
From the Matter Search Page
Select the matters you would like to include in your Multi-Matter Budget by placing a checkmark next to them on the Matter Search page.
- Click the More Actions drop-down menu.
Select Create a Multi-Matter Budget.
From the Matter Overview Page
- Click the plus (+) icon on the Matter Overview page for a matter you wish to include in your Multi-Matter Budget.
Select Create Multi-Matter Budget from the drop down list.
From the Financials Panel
On the homepage, click + Create Multi-Matter Budget on the Financials Panel.
From the Budget Search Page
Click + Create Multi-Matter Budget at the top of the Budget search page.
Adding Budget Details
Next, you will need to fill out the Budget Details section.
Items marked with a red asterisk* are required.
| Field | Description |
|---|---|
| Budget Title* | Enter a unique title. The title must be unique at the matter level. It may match a budget title on another matter, but not on the same matter. On the Create Matter Budget page, the Budget Title defaults to the matter name. If the title already exists, a numeric value in parentheses (for example, “(1)”) is appended. |
| Budget Contact* | Select a user with the Advanced Budget Administrator role. The Budget Contact receives email notifications when budget thresholds or total limits are exceeded. |
| Description | Enter additional details, if necessary (maximum 255 characters). |
Adding Duration and Structure
The Budget Duration and Structure section specifies period, structure, and matters to be included.
Items marked with a red asterisk* are required.
| Field | Description |
|---|---|
| Start Date* | Defaults to the first day of the month in which the Multi-Matter Budget is created. You may override this date if necessary. |
| Budget Period* | The effective period of the Multi-Matter Budget. You may select from the following period options: If your organization uses an alternative fiscal calendar, you may choose Calendar Months or Fiscal Calendar Structure. The drop-down options update based on your selection. Your fiscal year start month is configured in your Corporate Profile.
Approved invoices with charge dates within the defined period (Start Date–End Date) are calculated in the Actuals spend. |
| Budget Structure* | Determines how budget amounts are measured:
|
| Budget Currency* | Defaults to U.S. dollars. Invoices submitted in other currencies are converted based on your organization’s Invoice Exchange Configuration. If the Budget Currency differs from your preferred currency, a toggle on the Multi-Matter Budget Overview page allows you to switch between views. |
| Matter Selection | Choose how matters will be added to the budget. |
Adding Matters to a Multi-Matter Budget
You can add matters manually, automatically based on criteria, or by related matters.
Adding Matters Manually
When you select this option, you can add matters individually once you create the Multi-Matter Budget.
The budget will remain in a 'Pending' status until you add a Matter. You can add a maximum of 10,000 Matters.
- Select Add Matters Manually from the Matter Selection section.
- Finish the Email Notifications section of your Multi-Matter Budget if needed.
Click Save.
The Multi-Matter Overview page displays.
- Click +Add matters under the Matters tab. The Add Matters search page displays.
- Select the Matters you wish to add to the Multi-Matter Budget.
- Click Add Matters.
- The Multi-Matter Budget Overview page displays with a confirmation message.
Adding Matters Automatically Based on Criteria
- Select Automatically add matters based on criteria from the Matter Selection section.
Click Select Criteria.
The Select Matter Criteria window displays.
Click the filters to apply to your criteria. When you select a new filter, it will be added to the criteria under the search bar.
- Click Select Criteria at the bottom of the window when you have finished selecting all criteria for your Multi-Matter Budget.
All existing matters that meet the criteria are added to the Matters tab. New matters matching the criteria are automatically added hourly.
Adding Related Matters
- Select Add Related Matters from the Matter Selection section.
Click the ellipses next to the right of the Select Parent Matter Id field.
The Search Matters window displays.
- Search for the Parent Matter you wish to add.
Click on the Matter name from the list.
The Parent Matter is added to the Multi-Matter Budget. All current and future Matters related to this Parent Matter will be included on the budget.
Adding Email Notifications
Complete the Email Notifications section to receive alerts when specific thresholds are met. Notifications apply to the overall Multi-Matter Budget—not to individual quarters, codes, or categories.
| Field | Description |
|---|---|
| Threshold Configurations | You can configure up to three thresholds that will trigger email notifications when the approved invoice spend has exceeded them. The thresholds should be entered as whole numbers and not decimals. For example, a Budget Threshold of 50% would be entered as “50” and not “0.5”. Enter thresholds as whole numbers, not decimals. For example, a Budget Threshold of 50% would be entered as “50” and not “0.5”. |
| Budget Exceeded | Select this option to be notified if the budget has been exceeded. |
Adding Multi-Matter Budget Amounts
To activate a Multi-Matter Budget, you must enter budget amounts.
Clients are required to enter amounts directly. The option to request amounts from law firms is not available for Multi-Matter Budgets.
- Click the Amounts tab on the Multi-Matter Budget Overview page.
Click on the +Add amounts link. The Edit Budget Amounts window displays.
- Enter the total budget amount.
- Add comments if necessary.
- Click Save. The Budget amount appears in the tab.