The Filevine integration simplifies expense tracking by automatically generating an expense activity upon job completion (when invoices are sent).
How to Enable Automatic Expense Activities
Go the the integrations tab in Proof (https://app.proofserve.com/integrations)
Click “Configure” on the Filevine widget
Check the box: Automatically create Filevine expense activities for Proof invoices
Setup Guide
Step 1: Select Project Type & Expense Collection
Project Type: Choose your firm's project type (only one is supported per firm).
Expense Collection: Select the collection name used for expense activities.
Step 2: Map Fields
Click "+ Add Field" to select a Filevine expense field to populate.
Choose the corresponding Proof Field from the dropdown (see definitions below).
Repeat for additional fields as needed.
Troubleshooting Field Mapping
All Filevine fields added to the table must have a Proof Field mapped.
Proof Field types (String, Array Int,, etc.) must match Filevine field types.
If no relevant Proof Fields appear, delete the row using the trash icon.
Required Filevine fields are marked with a red star. Additional fields are optional.
To attach invoices to expense activities, map the "Documents" Proof Field.
Step 3: Set Data (Required if Item Type or Payee is Mapped)
Item Type: Enter the exact Item Type as it appears in Filevine.
Payee: Select a Payee from the dropdown list of Filevine contacts.
Proof Fields & Definitions
Proof Field | Definition | Field Type |
Amount Due | The total invoice for the service. | Float64 |
Description | Proof Service of Process: {Servee Name} | String |
Documents | A PDF attachment of the invoice. | Array Int |
Invoice Date | The date the invoice was generated. | String |
Invoice Number | Unique identifier for the invoice. | Int |
Item Type | A description of the expense category. | String |
Notes | The serve speed and address. | String |
Pay by Date | The due date for your payment. | String |
Payee | The entity receiving the payment. | String |
FAQ
How do I get help setting up my expense activity setting?
We are here to help. Please reach out to product@proofserve.com.
Does the expense activity get updated automatically once the invoice is paid?
Currently, Proof does not update the expense activity once an invoice is paid.
I previously set up my expense activity settings, but no longer see them.
We recently launched field mapping to support firms with custom expense collections. If you configured your expense settings before March 3rd, you will need to populate the expense mapping table.