Creating a Matter

How To

Learn how to create, duplicate and delete Matter along with other action on LEAP Desktop and Mobile.

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Android

Create a Matter

Click New Matter on the Matter List.
On the left-hand side, search for or select the relevant area of law from the list and then choose the matter type.

You can also use the Search field to quickly find your relevant matter type.
On the right-hand side, confirm or change the Client and Other Side selections.

Click to swap out the substitution tables used for Client, Other Side, Other Side's Solicitor and Other Side's Insurer based on which party you are acting for.

Some matter types do not let you swap the Client and Other Side tables.
The Description of the matter will automatically be displayed depending on the Matter Type. Untick Auto to edit it.

This description will appear on your tax invoice and can be searched by on the Matter List.

Click to edit heading

new The description of the matter type can be found below the field marked Matter Type Description. It describes use cases for each matter type.

Click OK to continue to Matter Details.

Click to edit heading

After the matter has been created, you can return to the Matter Details window by opening the Details & Correspondence tab and clicking the matter number in the Details pane. You will then be able to edit the matter attributes.
Enter the following information under the Details and Staff sections:
- Matter Status - The Matter Status is based on the stage of completion. The matter status will differ depending on the matter type.
- Matter No - Enter the Matter No. If the field displays TBA, this indicates that automatic file numbering is enabled. Once the matter is saved, the next available matter number will be assigned.
- Credit - The staff member that brought the work into the firm. This field can be left blank if this does not apply to the matter.
- Person Responsible - The Person Responsible is the staff member that is overlooking the matter.
- Person Acting - The Person Acting is the staff member working on the matter.
- Person Assisting - The Person Assisting is the staff member assisting on the matter.

Click to edit heading

The Credit and Person Assisting fields are optional. However, Person Acting and Person Responsible are mandatory and cannot be left blank or removed from the matter details. If you need to remove the current Person Acting, you must assign another staff member in their place.

(Optional) Enter the following information under the Referrer section:
- Card - You can allocate a referrer against the matter. Click on and select an existing client, agent or other side.
- Work Obtained - Allows you to select if the matter came through your website or any marketing materials that your firm may have. It is common practice to run a Work Obtained by Referrer Report to gain an understanding of where your work is coming from.
- Reporting Group - Selecting a reporting group will allow for the filter to be used in certain reports.
(Optional) You can restrict staff access to a matter by ticking the Restrict Access To checkbox under the Access & Permissions section and selecting the relevant staff members who can gain access to the matter. See the Restrict Access to a Matter section below for more information.
(Optional) Click the Matter Title tab in the Matter Details window to define the subject line for all correspondence. Untick Use default to edit it.
(Optional) Click the Accounting tab in the Matter Details window to enter the following information:

Estimates
- Fee Estimate and Disbursement Estimate - Enter Fee Estimate and Disbursement Estimate balances for the duration of the matter.
- Show Estimates Warning - If you tick this option, you will be notified once you start billing on the matter and reach a predefined limit of the estimate. For more information, see Setting Up Fee Estimate Warnings.
Cost Agreement
- Tick whether a Cost agreement is required for the matter and enter the date the cost agreement was signed and received by your firm.
Billing
- Billing Category - You can assign a billing category that you have added. For more information, see Billing Categories.
- First Invoice Fixed Fee - Tick the First Invoice Fixed Fee checkbox and enter the amount to invoice your client, regardless of the amount of Professional Fees and Disbursements that's recorded against the matter. If the checkbox is not selected, invoices will be calculated based on the Fees and Disbursements.
General
- Default Trust Account - Select the default you wish to use for the matter.
- GL Reporting Group - When a GL Reporting Group is selected for a matter, transactions resulting in journal entries sent to Xero will reference the tracking category within the journal.
- Tax Free Time & Fees - Tick this option if your matter is tax-free. This is common when a firm is acting on behalf of an international client.
- Do not create overdue invoices for this matter - Tick this option if you would like to exclude this matter from the Overdue Invoices. For more information, see Charging Interest on Overdue Invoices.
- Auto-Allocate Fees - Tick this option to auto-allocate a percentage to relevant staff members of fees collected of a paid invoice. For more information, see Reallocate Fees.
- Debtor Comment - You can enter any notes relating to your client's financial situation in the text box. Your client does not see the information you enter here. For example, you may want to note if your client has any special billing terms.
(Optional) Click the Activity Billing tab in the Matter Details window to enable or disable AutoTime for individual staff members on the matter.

Tick or untick the staff member's name to turn AutoTime on/off for them .See Enabling AutoTime for more information.

Click to edit heading

An alert will appear if you attempt to enable Activity Billing for staff that do not have AutoTime (Matter Based Activity Recording) enabled within Application Settings. This alert will advise ‘Matter Based Activity Recording is not enabled for this staff member’.

(Optional) You can add custom fields to your matter by clicking the Custom Fields tab. See Using Custom Fields for more information.
Click OK to continue to Client Details.
Select whether your client is a Person or Organisation. See Creating a Card for more information on adding the client. Skip to Step 3 for the relevant card type.
Click Save & Close.

Duplicate a Matter

Duplicate a Matter with All Matter Details

Right-click the matter on the Matter List and select New Matter Based on this Matter.
On the New Matter Based on Matter # window, select the existing data you wish to include in the new matter.

To include all the listed data from the original matter into the new matter, click and choose Select All.
Tick the Include Critical Dates checkbox, if required.
Click Create Matter.
Click Save & Close.

Duplicate a Matter with the Client Card Only

Right-click the matter on the Matter List and select New Matter for 'Client Name'.
Complete the details as you would when creating a new matter.

See the Create a New Matter section above for more information.
Click Save & Close.

Delete a Matter

LEAP does not currently allow the permanent (hard) deletion of a matter.A matter can't be deleted if any accounting information has been entered on it. Even if a transaction has been entered and later reversed or deleted, you will still receive an alert indicating: "This matter cannot be deleted due to outstanding accounting balances."

Right-click the matter on the Matter List and select Delete.
Confirm the deletion.

Restore a Deleted Matter

Click and select Show Deleted Matters on the Matter List.

Deleted matters are displayed in red.
Right-click the deleted matter and select Undelete.
Confirm the action.

Restrict Access to a Matter

You can control access to sensitive matters by specifying who can open and view them. When a matter is restricted, it will display a User-added image icon in first column of the Matter List. Staff members without permission to open it will see the icon, while those with access won't.

Open the matter.
Make sure you're on the Details & Correspondence tab.
Click Matter Details.
Tick the Restrict Access To checkbox under the Access & Permissions section.
Tick the checkbox next to Credit, Person Responsible, Person Acting and Person Assisting for the staff member(s) the access is being given to.

At least one checkbox must be ticked.
Click Add under Additional Staff and select any other staff member(s) you wish to give access, if required.
Click OK.
Click Save & Close.

Click to edit heading

Currently, there is no way to restrict access to matters in bulk. Each matter must be opened individually to modify its Access and Permissions settings. It is also not possible to restrict users to matters, only some matters to certain users.

Change Matter Type

Follow these steps to change the matter type for an existing matter (e.g., from Transfer to Purchase):

Open the matter.
In the Details & Correspondence tab, navigate to Matter type and double-click it.
A list of folders will appear, allowing you to navigate to the desired type. You can also use the search bar at the top of the list to find the specific type you're looking for. Additionally, the Matter Type window allows you to change the designated Client/Other Side for the matter.

Click to edit heading

If you have selected the wrong State where the matter was opened, you can update it in this section.

Click OK to save the changes.

Click to edit heading

If you’re unable to find the Matter Type you need, please note that creating new or custom Matter Types is not available. However, you can share your feedback or suggestions with the Content Team by submitting the Matter Type & Form Feedback and Requests form. The Matter Type library is available under Resources at the bottom of LEAP Knowledge Base page, where the full list of matter types can be viewed.

Show Favourite Matter Types

Click to edit heading

You can show or hide favourite matter types in either an existing matter or during the creation of a new matter.

Open any matter.
Make sure you're on the Details & Correspondence tab.
Open Matter Type.
Right-click a matter type and select Show Favourite Matter Types in Navigation Pane.

Favourite Matter Types section will now appear at the top of the list.

Click to edit heading

To turn it off, simply untick Show Favourite Matter Types in Navigation Pane.

Assign a Favourite Matter Type

You can assign a favourite matter type in either an existing matter or during the creation of a new matter.

Open any matter.
Make sure you're on the Details & Correspondence tab.
Open Matter Type.
Right-click the matter type and select Favourite.

Favourite matter types will appear with a star next to them .

Click to edit heading

Favourite Matter Types are saved as user specific and not firm wide.

Swap Parties Within a Matter

If you have incorrectly set up the parties for a matter, you can swap them. To swap the parties within a LEAP Matter (e.g. switching Applicant to a Respondent or vice versa), follow the steps below:

Open the matter.
Make sure you are on the Details & Correspondence tab.
Double-click on the Matter Type under Details.
Click the drop-down arrow to change the role, or click the Swap Client/Other Side Tables icon (two arrows pointing towards each other) located in the right panel, as shown below. You may also use the dropdowns to assign the Client and Other Side.

Click to edit heading

If you receive the message 'Before changing the substitution table for the client, you must remove the related Applicant's solicitor table', make sure no card is attached to the Applicant's solicitor table. To do this, right-click on the Applicant's Solicitor's table, remove the card, then save and close the matter.

Click OK to save the changes.

To Assign a Client the Correct Role

If you have created a matter with a Client assigned the wrong role, you can follow these steps to change their role:

Open the matter.
Make sure you're on the Details & Correspondence tab.
Right-click the Client card.
Click Set 'Client Name' as.
A window with a list of tables will appear. Tick the checkboxes that you want set to the client, then click Select.

If the table you require is not appearing in the list, you will need to add the table to the matter. Please click here to view our article on how to add Table Types to the Matter.
Any of the tables that were selected will now be applied to the client.

Click to edit heading

To change your client from Respondent to First Respondent, right click on Respondent > Add Respondent

Create a Matter

Click New Matter on the Matter List.
Search for or select the relevant area of law from the list and then choose the matter type.

You can also use the Search field to quickly find your relevant matter type.
The Description of the matter will automatically be displayed depending on the Matter Type. Untick Auto to edit it.

Click to edit heading

The description of the matter type can be found below the field marked Matter Type Description. It describes use cases for each matter type.

Under Parties, confirm or change the Client or Other Side selections using the drop-down menus.

Click to swap out the substitution tables used for Client, Other Side, Other Side's Solicitor and Other Side's Insurer based on which party you are acting for.
Click Matter Details to continue.
Enter the Matter Number. If the field displays TBA, this indicates that automatic file numbering is enabled. Once the matter is saved, the next available matter number will be assigned.
(Optional) You can also enter the other side's reference (staff) to the matter in Other Reference.
Select the Staff associated with the matter:
- Credit - The staff member that brought the work into the firm. This field can be left blank if this does not apply to the matter.
- Person Responsible - The Person Responsible is the staff member that is overlooking the matter.
- Person Acting - The Person Acting is the staff member working on the matter.
- Person Assisting - The Person Assisting is the staff member assisting on the matter.
(Optional) Enter the following information under the Referrer section:
- Card - You can allocate a referrer against the matter. Click on and select an existing client, agent or other side.
- Work Obtained - Allows you to select if the matter came through your website or any marketing materials that your firm may have. It is common practice to run a Work Obtained by Referrer Report to gain an understanding of where your work is coming from.
Click Client Details to continue.
(Optional) Click the Matter Title tab to define the subject line for all correspondence. Untick Use default to edit it.
(Optional) You can restrict staff access to the matter under the Access & Permissions tab and selecting the relevant staff members who can gain access to the matter. See the Restrict Access to a Matter section below for more information.
Click Client Details to continue.
Select whether your client is a Person or Organisation.

See Creating a Card for more information and skip to Step 3 for the relevant card type.
Click Create.

Additional Matter Details

Click the Matter Details to open the Additional Matter Details.

You will be able to edit the following information:

Details

Matter
- Number - You can edit the Matter Number if automatic file numbering is not enabled. If the field displays TBA, this indicates that automatic file numbering is enabled. Once the matter is saved, the next available matter number will be assigned.
- Other Reference - You can enter the other side's reference (staff) to the matter.
Staff
- Credit - The staff member that brought the work into the firm. This field can be left blank if this does not apply to the matter.
- Person Responsible - The Person Responsible is the staff member that is overlooking the matter.
- Person Acting - The Person Acting is the staff member working on the matter.
- Person Assisting - The Person Assisting is the staff member assisting on the matter.
Referrer
- Card - You can allocate a referrer against the matter. Click on and select an existing client, agent or other side.
- Staff/Person - You can select a staff member/person from an organisation card, if applicable.
- Work Obtained - Allows you to select if the matter came through your website or any marketing materials that your firm may have. It is common practice to run a Work Obtained by Referrer Report to gain an understanding of where your work is coming from.

Matter Title

You can customise the subject lines for all correspondence for Letters to Clients and Letters to All Other Parties.

Untick Use default to edit it.

Accounting

Estimates
- Fee Estimate and Disbursement Estimate - Enter Fee Estimate and Disbursement Estimate balances for the duration of the matter.
- Show Estimates Warning - If you tick this option, you will be notified once you start billing on the matter and reach a predefined limit of the estimate. For more information, see Setting Up Fee Estimate Warnings.
Cost Agreement
- Tick Cost agreement required if it is required for the matter and enter the date the cost agreement was signed and received by your firm.
Billing
- Billing Category - You can assign a billing category that you have added. For more information, see Billing Categories.
- Billing Type - Use the dropdown to select whether the matter will be Time Recorded or Fixed Fee. If Time Recorded is selected, AutoTime will be enabled and all activities will be automatically recorded.
- First Invoice Fixed Fee - Tick the First Invoice Fixed Fee checkbox and enter the amount to invoice your client, regardless of the amount of Professional Fees and Disbursements that's recorded against the matter.
General
- Tax Free Time & Fees - Tick this option if your matter is tax-free. This is common when a firm is acting on behalf of an international client.
- Auto-Allocate Fees - Tick this option to auto-allocate a percentage to relevant staff members of fees collected of a paid invoice. For more information, see Reallocate Fees.
- Debtor Comment - You can enter any notes relating to your client's financial situation in the text box. Your client does not see the information you enter here. For example, you may want to note if your client has any special billing terms.

Special Fees

For more information on creating and attaching a special fees onto a matter, please see our article Creating a Special Fee.

Access & Permissions

For more information on restricting access & permissions for a matter, please see the section below Restrict Access to a Matter.

Table Types

For more information on editing Table Types, please see our article Editing Table Types.

Duplicate a Matter

Right-click the matter on the Matter List and select Create similar matter for Client Name.
Complete the details as you would when creating a new matter.

See the Create a New Matter section above for more information.
Click Save.

Delete a Matter

Click to edit heading

A matter can't be deleted if any accounting information has been entered on it. Even if a transaction has been entered and later reversed or deleted, you will still receive an alert indicating: "This matter cannot be deleted due to outstanding accounting balances."

Right-click the matter on the Matter List and select Delete.
Confirm the deletion.

Restrict Access to a Matter

Click to edit heading

Restricting access to a matter allows you to specify who can open and view any sensitive matters. These matters will display a icon in the first column of the Matter List.

Open the matter.
Make sure you're on the Details & Correspondence tab.
Click Matter Details.
Click the Access & Permissions tab.
Choose Selected Staff Only.
Tick the checkbox next to Credit, Person Responsible, Person Acting and Person Assisting for the staff member(s) the access is being given to.

At least one checkbox must be ticked.
Click Add Staff under Additional Staff and select any other staff member(s) you wish to give access, if required.

Click to edit heading

Click Manage Staff Access List to add more staff members.
Click the bin icon to remove a staff member.

Click Save.

Swap Parties Within a Matter

If you have incorrectly set up the parties for a matter, you can swap them. To swap the parties within a LEAP Matter (e.g. switching Applicant to a Respondent or vice versa), follow the steps below:

Open the matter.
Make sure you're on the Details & Correspondence tab.
Click Matter Type under Details.
Under Parties, click the Swap Client/Other Side Tables icon on the right. You may also use the dropdowns to assign the Client and Other Side.
Click Save.

Create a Matter

Tap on the Matter List.
Tap and select either FED or NAT.
Search for or select the relevant area of law from the list and then choose the matter type.
The Description of the matter will automatically be displayed depending on the Matter Type. To edit it, toggle the option Off.
Tap Edit Parties to change the Client and Other Side selections, if required.
Tap Next to continue to Matter Details.
Enter the Matter No. If the field displays TBA, this indicates that automatic file numbering is enabled. Once the matter is saved, the next available matter number will be assigned.
Select the staff member Roles associated with the matter:
- Credit - The staff member that brought the work into the firm. This field can be left blank if this does not apply to the matter.
- Person Acting - The Person Acting is the staff member working on the matter.
- Person Responsible - The Person Responsible is the staff member that is overlooking the matter.
- Person Assisting - The Person Assisting is the staff member assisting on the matter.
(Optional) Tap Add Referrer.

Select a card from the list and then a Work Obtained option (allows you to select if the matter came through your website or any marketing materials that your firm may have. It is common practice to run a Work Obtained by Referrer Report to gain an understanding of where your work is coming from).
Tap Next to continue to Client Details.
Tap Cards under Select Existing Card to select a card already in LEAP.

For a new client, select an option under Create New Card. See Creating a Card for more information and skip to Step 3 for the relevant card type.
Tap Save.

Create a Matter

Tap on the Matter List.
Tap and select either FED or NAT.
Search for or select the relevant area of law from the list and then choose the matter type. You can also choose from your Favourite Matters Types.
The Description of the matter will automatically be displayed depending on the Matter Type. To edit it, toggle the option Off.
Tap Edit Parties to change the Client and Other Side selections, if required.
Tap Next to continue to Matter Details.
Enter the Matter No. If the field displays TBA, this indicates that automatic file numbering is enabled. Once the matter is saved, the next available matter number will be assigned.
Select the staff member Roles associated with the matter:
- Credit - The staff member that brought the work into the firm. This field can be left blank if this does not apply to the matter.
- Person Acting - The Person Acting is the staff member working on the matter.
- Person Responsible - The Person Responsible is the staff member that is overlooking the matter.
- Person Assisting - The Person Assisting is the staff member assisting on the matter.
(Optional) Tap Add Referrer.

Select a card from the list and then a Work Obtained option (allows you to select if the matter came through your website or any marketing materials that your firm may have. It is common practice to run a Work Obtained by Referrer Report to gain an understanding of where your work is coming from).
Tap Next to continue to Client Details.
Tap Cards under Select Existing Card to select a card already in LEAP.

For a new client, select an option under Create New Card. See Creating a Card for more information and skip to Step 3 for the relevant card type.
Tap Save.

Create a Matter

Tap on the Matter List.
Search for or select the relevant area of law from the list and then choose the matter type.
The Description of the matter will automatically be displayed depending on the Matter Type. To edit it, toggle the option Off.
Tap on Parties to confirm or change the Client and Other Side selections.
Tap Next to continue to Matter Details.
Enter the Matter No. If the field displays TBA, this indicates that automatic file numbering is enabled. Once the matter is saved, the next available matter number will be assigned.
Select the staff member Roles associated with the matter:
- Credit - The staff member that brought the work into the firm. This field can be left blank if this does not apply to the matter.
- Person Acting - The Person Acting is the staff member working on the matter.
- Person Responsible - The Person Responsible is the staff member that is overlooking the matter.
- Person Assisting - The Person Assisting is the staff member assisting on the matter.
(Optional) Tap Add Referrer.

Tap and then select from the list under the Referrer section:
- Card - You can allocate a referrer against the matter from an existing client, agent or other side.
- Work Obtained - Allows you to select if the matter came through your website or any marketing materials that your firm may have. It is common practice to run a Work Obtained by Referrer Report to gain an understanding of where your work is coming from.
Tap Next to continue to Client Details.
Tap Add Existing Card to select a card already in LEAP.

For a new client, select either New Person Card or New Organisation Card. See Creating a Card for more information and skip to Step 4 for the relevant card type.
Tap Save.

Last Modified Date

20/02/2026 11:53 am

Title

Creating a Matter

URL Name

Creating-a-Matter-NZ

Resolution