Bexar County Criminal Defense
Voucher reconciliation
How to read a county remittance, match the paid causes against the vouchers you submitted, and see a short payment instead of eating it.
The check arrives with a stub, and the stub does not match memory
The county pays, and the payment arrives with a remittance stub that lists what was approved, by cause number and by line. This is where appointed counsel quietly loses money. A stub lands listing a dozen cause numbers and dollar amounts, and matching it against vouchers you submitted weeks ago, on cases that have since blurred together, is exactly the kind of careful clerical hour a defender carrying a docket never has. So the stub gets glanced at, deposited, and filed, and a short payment becomes a loss nobody noticed.
The fix is not to work harder at the matching. It is to have the matching done for you, line by line, against a record that was kept as the work happened. Reconciliation is the step that turns a stub you cannot fully check into an account you can read at a glance.
Matching paid causes to submitted vouchers
The system reads the remittance stub and reconciles it against the vouchers the matters recorded, line by line and cause number by cause number. Because the voucher was filled from the matter in the first place, the comparison is between two records that share the same cause numbers and the same claimed amounts, so the match is clean rather than approximate. Three outcomes fall out of it: this cause number paid in full, this one paid short of what was claimed, and this one not on the stub at all.
What you get back is a plain account of where the payment matched the work and where it did not. A short payment is something you see, not something you absorb. A cause number missing from the stub entirely is surfaced rather than lost in the column of ones that were paid. The reconciliation does the reading; you read the result.
Flagging the discrepancies, and what they mean
A discrepancy is a flag, not a verdict. The reconciliation tells you that a number does not line up. It does not decide why, because the why is a lawyer’s call: a paid-short cause might be a county error worth a follow-up, or a line the schedule treats differently than you claimed, or a voucher that was returned for correction and never refiled. The system makes sure you saw the gap. You decide what it means and what to do about it.
That division of labor is the rule the whole platform runs on. The machine reads, matches, and flags. The attorney judges. A reconciliation that quietly decided your discrepancies for you would be worse than no reconciliation at all, because it would hide the one number that needed your eyes.
The discrepancy is where the follow-up begins
A flagged short payment, a returned voucher, or a cause missing from the stub is the trigger for the next move: a follow-up to managed assigned counsel. The reconciliation is what makes that follow-up specific, because it already holds the cause number, the date submitted, the amount claimed, the amount paid, and the gap. The follow-up to the county is drafted from exactly these reconciled numbers, then held for the attorney to send.
This is the part of the Gideon ledger that keeps the lights on. The Sixth Amendment promise holds only if the lawyer who answered the appointment is actually paid for the work the docket demanded. Reconciliation is how the defender makes sure the county’s record and the work’s record finally agree.
The whole machine
Ten logins down to two
One subscription stands in for the stack a defense firm usually stitches together, so the practice runs on two things it already trusts: Google Workspace, where the files and matters live, and The IMC Machine, where the matter runs. LawPay and QuickBooks, the money rail, stay where they are, fed by the Machine. Casework, evidence, motions, vouchers, marketing, and events, in one place.
San Antonio and Bexar County. The Machine is built for here first. For another city, county, or region, the build-out is custom and carries its own setup fee.
