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Smart Spend Quick Start Guide
Smart Spend Quick Start Guide
Updated this week

Contents:

Introduction

Smart Spend offers financial peace of mind by providing real-time insights and control over monthly expenses. Using the LawPay Visa Credit Card lets your firm establish spending limits, capture receipts, and track reimbursable case expenses, making it easier to bill clients seamlessly. This guide offers helpful information to help you manage your firm's expenses and run your practice more efficiently.

Smart Spend provides complete visibility and control into your firm's spending with no annual fee, automated expense tracking, the ability to link receipts to cases, and real-time spending insights with free Smart Spend software.
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How to Use This Guide

This guide is designed with you and your firm in mind. Information is on demand and can be viewed anywhere at any time. You can review each section in order or jump to a specific topic.

Once you complete the sections in this guide, you can use your LawPay Credit Card to manage your firm expenses using the Smart Spend application.
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Applying for a Card

You can apply for a LawPay credit card directly from MyCase. To apply, you must be logged in to MyCase with your User Name (email) and Password.

Once the card is approved, you can choose to complete the banking details to enable auto-payment. You will be directed to the Smart Spend Application to manage your account(s).
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Activating Cards

You can activate physical cards in the Smart Spend application by going to the Cards Tab and clicking the Activate Card button. Virtual cards will be activated by default.

Or by calling 1-844-335-3373

View Card Details

From Smart Spend:

  1. Click the View Details button

  2. View Card Number

  3. The Expiration Date

  4. The CVV number

  5. Select Copy Card Details to enter the information on online purchase pages.
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Card Types

Both physical and virtual cards can be issued to your firm.

  • Physical cards are mailed to the firm address on file.

  • Virtual cards are digital only, without plastic cards. They can be used for online purchases by selecting the Copy Card Details drop-down menu from the Cards tab in the Smart Spend application.
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Logging in to Smart Spend

  • Login to Smart Spend with your MyCase email and password.

  • If logging in for the first time, you will be prompted to enable SMS notifications.

  • Notifications include information like the Amount and Merchant along with a link prompting you to add details about the purchase, upload receipts and link the charge to a client case if it is an advanced cost.
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Navigating Smart Spend Admin Permissions

  • When logging in as an Admin User, you see a Navigation Pane on the left side of the screen. This allows you to perform actions within the application, including viewing the Smart Spend Dashboard and Transactions. You can also manage Cards, Settings, and Users.

  • On the right side of the screen, you can view information related to the tab you’ve selected.

  • For instance, when you open the app, the Dashboard is visible. If you click Transactions, you will see information related to card transactions.

  • Admin Users can see All Transactions related to all cardholders and transactions associated with using their cards.

  • You can Search for Transactions from any tab.

Dashboard

The dashboard includes:

  1. Credit Information is the total credit remaining on your account, including the Current Balance, Pending Charges, and Available Credit.

  2. The Top Spend chart sorts Top Spend by User, Merchant, or Category. Select the drop-down to view by category.

  3. Recent Transactions shows all Recent Transactions and their Status along with the Cardholder to whom the charges are attributed. To view Details of a specific Transaction, select a transaction to view Transaction and Expense Details.

Transactions

The Transactions tab shows all Company transactions, including the Merchant Name, Transaction Status, Amount, and Accounting Category. You can also see if the expense is Linked and if it includes a Receipt.

Cards

From the Cards tab, Admins can view all Issued cards, Lock and Unlock cards, and Issue New Card(s).

  • The All Cards tab shows all the cards issued to firm users and includes information about the Card, Balance, Credit Limit, Card Type and Card Status.

  • Click a row in the table to see the card details for that card.
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  • To Issue a New Card, Click the Issue New Card button and follow the prompts or view instructions in the Issuing New Cards section of this guide.
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  • The My Cards Tab shows information specific to the Admin user's card, including:

  1. The Card Number.

  2. The Balance.

  3. The Card Details. Click the View Details button to see all Card information, including the Card Number and CVV code. You can also Pause the Card in this window.

  4. Recent Transactions.
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Issuing New Cards

  1. Click the Issue New Card button.

  2. You will be required to select a MyCase Active Firm User.
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  3. Add Cardholder Details, including the Cardholder's Phone Number for SMS notifications. Fields marked with an * are required.

  4. Add New Card Details, including the Card Spending Limit.

  5. Select the Card Type the user will be issued. You can select a Physical or Virtual card. Users can be issued more than one card. For example, a physical card may be issued for general firm purchases, and a virtual card may be used for dedicated purchases like software subscriptions, Court filings, etc. Note: You will follow the same flow to issue a new card type. Physical cards will be mailed to the firm address.
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  6. Select the User’s Role

    1. Admins can see and manage all cards issued, transactions, and users.

    2. Cardholders can only see the information for the cards assigned to them.
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  7. Once all the information is complete, a New card is Issued, and an invitation is sent to the cardholder. If it is a physical card, they will receive information to complete activation once it arrives in the mail.
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Users

Managing Users

Admins can invite any firm member within their Mycase account into Smart Spend as either a fellow Admin or a cardholder. If you need to add a new user, you must first add them to MyCase. Once someone is added, they appear in the list of people to select when issuing a card.
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User Details

  1. To view User Details, click a User Name.

Change User Roles

  1. To change a User's Role, click a User Name.

  2. Click the Edit (pencil) icon.
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  3. From the Role drop-down menu, select Admin or Card Holder.

  4. Click Save.


Settings

Settings allow Admins to view statements,connect bank accounts, and make payments.

  1. To manage Settings, click the Settings Tab.

  2. Click Go to Account Management to view statements, connect bank accounts, and make payments.

  3. Enable SMS Notifications.

Navigating Smart Spend Cardholder Permissions

Dashboard

The dashboard includes:

  • Credit Information is the total credit remaining on your account, including the Current Balance, Pending Charges, and Available Credit.

  • Recent Transactions shows all Recent Transactions and their Status. Select a transaction in the table to view Transaction and Expense Details to view Details of a specific Transaction.

Transactions

The Transactions tab shows all transactions, including the Merchant Name, Transaction Status, Amount, and Accounting Category. You can also see if the expense is Linked to a case in MyCase and if it includes a Receipt.

You can also Search for a specific transaction.

Transaction and Expense Details:

  1. To view Transaction Details, Click a Transaction to see the Details screen.

  2. View Transaction Details, including the Date, Amount, Status, Merchant, Card Nickname and the card's Last 4 digits.

  3. View Expense Details, including if the expense is Linked, the Accounting Category, and Description.

  4. View the Receipt full screen.

  5. Download the Receipt.

  6. See a larger version of the Receipt in the Details screen.
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    Note: This feature is only available to Admins.

Cards

The Cards Tab shows information specific to the user's card, including:

  1. The Card Number.

  2. The Balance.

  3. The Card Details. Click the View Details button to see all Card information, including the Card Number and CVV code.

  4. And Recent Transactions.
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Settings

Settings allow you to enable SMS notifications to get notified of every new charge on your card.

  1. To manage SMS and Email Settings, click the Settings Tab.

  2. Select the SMS Notifications checkbox.

  3. Add a Phone Number. Click Save.
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Notifications include information like the Amount and Merchant along with a link(s) prompting you to add additional details about the purchase, upload receipts and link the charge to a client case.

Linking Expenses

Link cases and Expense Details from SMS notifications or the Transactions tab within Smart Spend.

  1. Confirm the Expense Total.

  2. Add a Description for the Expense.

  3. Select an Accounting Category.

  4. Upload Receipt.

  5. Toggle to Link Expense in MyCase. If the Link Expenses in MyCase toggle is turned on, the required fields include Case, Activity, and Billable Checkbox.

  6. Click Save.

  • Charges that do not have both a description and a receipt are considered “incomplete.”

  • Expenses linked to a case in MyCase can be used to choose whether the transaction is billable to the client.

  • Once an expense has been linked to a case and saved, it will automatically be added to the expenses tab within MyCase for a future invoice.

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