Ok here are the four forms that I see being needed.

Default Expense is the Form that will be used when processing Expense payments. Info from here is automatically added to Total ongoing. There is a Vlookup formula that will be used to find the email for the company. The spreadsheet will then email itself to that email address.

Default Indemnity will be used for processing Indemnity payments. Info from here is automatically added to Total ongoing. There is a Vlookup formula that will be used to find the email for the company. The spreadsheet will then email itself to that email address.

The Email Sheet will hold the Firm/Company info (including Email).

The Total Ongoing will be where the info is gathered for the whole year/per company.

I sure hope this makes theings a bit clearer.