Managing Time Entries

In this article

  1. Creating a Time Entry
  2. Searching for a Time Entry
  3. Copy/Move Time Entries
  4. Time Entry Settings
  5. Make Tasks a Required Field
  6. Task/Activity Codes
  7. Disable Task Codes Field
  8. Set Rolling Lockout Dates on Time and Expense Entries
  9. TimeCard Categories


Creating a Time Entry

Users can create time entries under Time>Time Entry tab.

Calendar - By default, all time entries will be created on the current date. To change the date of the entry, select the appropriate date from the calendar on the left side of the Time Entry screen.

Note: If 'Saturday' is missing from your calendar view, it may be because your browser is set on a below 100% zoom. This is especially the case for Firefox.

For - the timekeeper the entry will be made for. Start typing the timekeeper name or double-click on the field for a drop-down list of all accessible users.

Note: the 'For' field only displays if the user has access to create entries for all timekeepers.

Matter - if the Matter belongs to a Task To-Do, click on the Plan Task To-Do link above the calendar to pull all Matter and Plan Task details from the Task into the time entry fields. Otherwise, start typing the matter name or double-click on the field for a drop-down list of all accessible matters.

Task Code - Start typing or double-click for a drop-down list of all your Task/Activity codes. If a Plan Task To-Do was selected which had a forced Task Code enlisted in it, the user will not be allowed to edit this field.

Billable Type

Billable – the amount will be included in the invoice.
Non-Billable –the amount will not be included or appear on the invoice. It is in the background for reporting purposes.
No Charge –will show on an invoice, but with a zero dollar amount (it will appear as ‘no charge’ written next to the time entry).

Note: The Billable Type drop-down will only be available to those timekeepers who have been granted permission by the firm admin. If the user cannot view this field, it means every time entry will automatically follow definitions for the matter or task.

TimeCard Category - this field is only visible if these have been created under Time>Settings>TimeCard Category.

Hours / Start Timer - if user opts to Start Timer, click on Save & New button to activate the timer. To stop the timer, click on the rotating clock icon either on the top bar of the screen or towards the bottom next to the listed time entry. The user can start and stop the timer as many times as required. Hovering the mouse over the clock icon at the top of the screen will show Client-Matter time entry details.

Show Stop/Start Time - if this is enabled under Time>Settings>General, the user will not be able to see the Start Timer field. Stop/Start Time fields will have replaced it.

Rate - changing this will override the default timekeeper/task/matter rate. The ability to change the rate is available for administrators and those timekeepers who have been granted permission by the firm admin. TimeSolv’s rates are a form of hierarchy:

Timekeeper Default – this is the preselected default rate applied in the timekeeper’s individual settings for their typical rate. When no alternative is specified, this default rate will always be applied.

Task then Timekeeper Default – selecting this option means Timekeeper Default will be the standard rate applied unless the task code chosen for the entry has its own specified rate. The task code rate will then override any Timekeeper Default rate. 

Global Rate – global rates are the customized rates saved under the Global Rates section. Assigning a global rate to a client means that you have the benefit, for example, of giving the client a discounted rate of x% for all their time and expense entries. Or, for example, an ongoing case spanning over numerous years, can have a ‘2015 rate’ applied to it. 

Task then Global Rate – selecting this option means Global Rate will be the standard rate applied unless the task code chosen for the entry has its own specified rate. The task code rate will then override any Timekeeper Default rate. 

Matter Rate – matter rates are applied at the matter level. So if an individual matter needs a specific rate applied to it, then under Clients>Clients & Matters>[matter name] you would select Matter Rate under the ‘Rate By‘ field. You will then need to Save this selection in order to activate the grey Edit Rates button below the Rate By field, and thereby specify the matter rate.

Task then Matter Rate – selecting this option means Matter Rate will be the standard rate applied unless the task code chosen for the entry has its own specified rate. The task code rate will then override any Timekeeper Default rate. 

Enter fixed amount - Enter a fixed fee. The user must have the appropriate permissions in place to enter a fixed fee. This can be set under Account>Users>[user name]>Permissions>Can View and Override Rate?.

Description - text will autofill from any Task Code selected. Time Entry descriptions can appear on invoices and reports. Click on the document icon next to the descriptions box to view a list of available abbreviations. Click on the sync icon to replace abbreviations with the saved phrases. Alternatively hit the space bar after an abbreviation to activate it.

Save & New - saves the time entry and starts the timer if selected. 

Save & Duplicate - saves the time entry and starts the timer if selected, while auto-populating time entry fields to the same as just created. 

Once the new time entry is created, it is listed at the bottom of the Time Entry screen. 

Clock icon - Resume time

Document icon - view time entry details

Edit - make changes to the time entry. All time entry details will be pulled back into the fields above and an 'Update' button appears.

Copy - duplicates this time entries details back into the fields above. 

Delete - remove the time entry.

For approvals, click here to view the process.


Searching for a Time Entry

TimeSolv provides a quick and easy way to see all time entries without having to run a full report. Many times you want to find entries for a particular matter or client to either add more time or review the status of the time entries.

Click on Time>Search.

Search criteria - search for any term, whether it is a timekeepers name, client name, matter name, or even specific text in the description of the time entry.

Date range - narrow search down to a specific date range.

More options -

  • Professional -
  • Client - Matter -
  • Status - New, Rejected, Submitted, Approved, Pending, Billed, Written Off, NB Closed
  • Timer - All (will pull all the Time Entries with running and not running timers), Running (will filter the Time Entries which have running timers), Stopped (will filter the Time Entries which have no running timers)
  • Billable Type - billable, non-billable, no charge

New Time Entry - will open a pop-up window within the app to enter new time.


Copy/Move Time Entries

Click on Time>Search>Copy/Move button on the top right of the screen.

Copy/Move - after searching time entries, when the user selects multiple time entries an option allows to copy or move the time entries. Clicking on this will open a pop-up window.

Difference between Move and Copy:

Move - means replacing the original user, Date, Matter, Task Code and/or Sub Task Code with the ones (optionally) selected in the time entries. 

Note: Approval history records of the time entry, to be moved, are deleted.

Copy - means creating a duplicate of the time entry and replacing these attributes with the specified values. Rates are calculated as per Client/Matter rate. The total amount is calculated as per rate and hours.

The specified value overwrites the value in the time entry when the time entry is copied or moved. When no input is specified, the original value from the selected time entry is retained.

Below are some constraints when moving/copying entries:

Professional - if the Professional is not assigned to the Matter to which the Timekeeper is being copied/moved to, the user cannot create or move the Time Entry unless they are the firm Admin.
Matter - if a Time Entry causes the matter to exceed budget and 'prevent exceed' is enabled, the user cannot copy/move the Time Entry.
Task Code - if the original Time Entry has a matter setting different from the new Matter and required Task Code or Sub-Task Code is missing, the user cannot copy/move the entry.
Split Time Entries - cannot be moved. 


Time Entry Settings

Click on Time>Settings.

Billing Increment (Hours) - for example, 15 minutes (a quarter of an hour) is entered as 0.25 (a quarter of 1). If the user enters 0 as a billing increment, time will still be calculated microscopically (at a billing increment of 0.007). Billing increments can be set at the Client-level too, under Clients>Clients & Matters>[Client name]>General>Billing Increment. Click on the 'Override Firm Setting' to enable a Client-level billing increment. 

Note: Administrators need to be cautious when changing a billing increment for the whole firm. When a timekeeper’s timer is running or is restarting, it will mess up their time log if the increment is changed in the middle of running time.

Time Entry Lock Out Date

Allow Entries for All Dates - no restriction for time or expense entry date for all users. 

Allow Entries On or After Date - a non-admin user can only add/update time or expense entries on or after the date of specified settings. By default, the past or future days will show as zero.

Allow Entries During Rolling Period - a non-admin user can only add/update the time or expense entry if the date is within the range of allowed days. E.g. If the date of time or expense entry is prior to the number of allowed past days or after the number of allowed future days.

Time Internal Note Shown - allows users to add internal notes to time entries. This will not appear in any of the clients' correspondence. The label ‘Time Internal Note’ can be customized.

Task Label - customize the label according to your business needs. Choose from Task, Event, or Activity. 

Prompt for Delete Confirmation - a pop-up message will ask for confirmation before a time entry is deleted. If this is not enabled, there will be no warning message before deleting a time entry, and there is no way of recovering an accidental deletion.

Specify the Time Tax Rate (%) - this is a useful feature for those who need to place a tax on their time OR are looking to place an administrative fee. For example, if you have an admin fee of 3% of the time billed, you will enter 3% in this field. For entering tax rate, this is where you would enter the default global tax rate. If you need a more specific rate, you can override this rate at the Client>Settings level.

Enable Time Approvals by Matter - if you have an approval system set up at the matter level, you can toggle the approval system on and off from here. Having an approval system means that you can monitor and confirm time entries made for a specific matter. If you have both Énable Time Approvals by Matter and Enable Time Approvals by user boxes checked, the matter level approval system will supersede the user level approval system.

Enable Time Approvals by user - if you have an approval system set up at the Account>Timekeeper level, you can toggle the approval system on and off from here. Having an approval system means that you can monitor and confirm time entries made by a specific timekeeper. If you have both Énable Time Approvals by Matter and Enable Time Approvals by user boxes checked, the Matter level approval system will supersede the user level approval system.

Automatically Submit Time Entries for Approval - when a user or an approval matter is saved, it will automatically be sitting and waiting for approval in the approver’s account. If this box is unchecked, a 'Submit' button will appear on the time entry screen. The time entry will not be submitted for approval until the user clicks on the 'Submit' button.

Notify Approvers via Email - email notification will be sent out to an approver at midnight and then at 8 am to notify them that there are approvals waiting for them. An approver will not be inundated with emails for each and every time entered. If this box is unchecked, it is up to the approver to log in and check to see if there is any time entry waiting to be approved.

Show Start/Stop Time - this gives users two fields on time entry screen to specify a start time and an end time. The system will work out the billing hours for users, according to the billing increment set up and rates. Toggling this feature on will remove the stopwatch timer feature on the time entry page.

Allow Total Amount Entry - three fields will be shown on time entry screen - the number of hours, the rate, and the total amount (the calculation of the first two). For example, the user's rate is $100 an hour, and the user enters in 0.5 in hours field, which will show a total amount of $50. This total amount of $50 will appear in a third field, open to adjustments by the user. E.g., instead of specifying charging hours, the user charges a set amount of $300, and the system will record this as three hours charged at $100 an hour.

Set Time Entry Description - if the user is using task codes, the description of the task code will pre-fill into the time entry description. If using sub-task codes, the sub-task code will be used as the pre-filled description unless you check Task Code Description Only.

Task Code Description Only - not applicable to TimeSync tool. 

Task Code Option -

Not Displayed – field will not appear on Time Entry screen.
Required – field will appear on Time Entry screen, and user will be forced to choose a Task Code before being able to create the entry.
Optional – field will appear on Time Entry screen, but will be optional.

Sub-Task Code Option -

Not Displayed – field will not appear on Time Entry screen.
Optional – field will appear on Time Entry screen, and user will be forced to choose a Sub-Task Code before being able to create the entry.
Required – field will appear on Time Entry screen, but will be optional.

Clear Duration and Description on Save & Duplicate -this will blank out the following fields when the user clicks on ‘Save & Duplicate‘ button on Time Entry screen:

Start/Stop Time
Hours
Internal Notes
Description


Make Tasks a Required Field

Click on Clients>Clients & Matters>[matter name]>Matter Plan tab.

Enable  Plan Task Required on Time and Expense Entry checkbox.


Task/Activity Codes

Task/Activity rates can be by the hour or by the task. For example, users may charge by the hour for fact-gathering, or charge a flat fee each time a budget is prepared for the client.

Note: If a task code rate is not included, the timekeeper rate is applied. 

To setup Task/Activity codes:

Click on Time>Settings>Task/Activity Codes tab.

Edit code - click on code.

Create new code - click on the New Task/Activity Code button.

Delete code - users can only delete Task/Activity Codes if it has never been used, to avoid corrupt data. 

Description - what shows entering the task/activity code. For example, you may have a code AA101, and you try to type it in the codes field under time entry page, nothing will come up in the auto-population unless the code number is included in this description field.

Narrative - narrative supersedes description (above field) when the task/activity code is selected. The narrative is the default message that pre-fills into the time entry description. This is a useful field if you want more than just the description of the activity code to show up.

Rate - the dollar/other currency amounts.

Rate type - If the user enters a rate, they will be forced to select a rate type - either hourly, or activity/task. If you wish to change the rate amount (above field), you will first have to change the 'Rate Type' field back to the 'Select rate type' option.

Billable Type

Summarized? - a single time entry appears on the invoice when a time entry is created with the same:

Timekeeper 
Task code 
Sub-Task code 
Matter 
Date 
Plan task to do

Taxable? - This field may also be used for admin fees. If you have a set rate for admin fees, you can enter it here.

Active? - enable and disable this code by toggling the checkbox.


Disable Task Codes Field

To disable Task Codes field for specific matters:

  1. Click on Clients>Clients & Mattters>[matter name]>General tab. 
  2. Specify Task Code Option as 'Not Displayed' – it will not appear on Time Entry screen when this specific matter is selected.

To disable Task Codes field universally:

  1. Click on Time>Settings.
  2. Specify Task Code Option as 'Not Displayed – it will not appear on Time Entry page.


Set Rolling Lockout Dates on Time and Expense Entries

Note: An admin user does not have any lockout restriction.

Click on Time/Expense>Settings

Allow Entries for All Dates - no restriction for time or expense entry date for all users. 

Allow Entries On or After Date - a non-admin user can only add/update time or expense entries on or after the date of specified settings. By default, the past or future days will show as zero.

Allow Entries During Rolling Period - a non-admin user can only add/update the time or expense entry if the date is within the range of allowed days. E.g. If the date of time or expense entry is prior to the number of allowed past days or after the number of allowed future days.


TimeCard Categories

This feature enables users to report and track their time for the assigned tasks.
Click on Time>Settings>TimeCard Category.
Label - customize the label to suit your business needs. 
New TimeCard Category - a new window will pop up to specify the name and description:
Once created, it will be visible under the Time Entry screen as a field.
To view TimeCard categories in reports.
  1. Click on Reports>Time Entries. 
  2. Select Report Output Format as CSV.  Currently, the only way to view TimeCard Categories in Reports is to export as a CSV file.
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