Business Management

1. Account Info
2. Additional Contacts
3. Audit Log
4. Account Billing History
5. Data Backup
6. Non-Billable Project Administration
7. Company Holiday
8. Dashboard
9. Analytics

 

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Account Info – Account Contact

Your client contact information may differ from your billing contact information. If so, enter the client’s contact information under Account>Our Account>Account Info.

If this information is the same as for the TimeSolv Billing Info contact, indicate that here as well.

You can be flexible with the differentiation between billing contact details and the contact information you want your clients to use if they need to contact you.

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Additional Account Contacts

Let’s say you need to add a branch office address or a remittance-specific address in addition to your main firm contact. Additional contacts can be added under the Account>Our Account>Additional Contacts tab, and you can add as many as needed.

• Under firm-wide invoice settings, Clients>Settings>Invoices Settings>From Address
• Under specific Clients/Matters settings – Clients>Clients & Matters>[Client/Matter]>Invoice Settings>From Address.

• Or, under the ‘Addresses‘ tab, a specific Draft Invoice is in edit mode.

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Audit Log

Knowing who is taking what action is critical for a firm to fulfill regulatory compliance and records management and discourage malpractices.

Users can view an Audit Log, essentially a record of events and changes made in the system, by clicking under Account>Audit Log.

The following is a list of high-level features under which changes in behaviors (delete, update, create, etc.) will be logged against each user:

• Login
• Client
• Matter
• Client/Project Notes
• Contact
• Contact Associations
• Portal
• Related Parties
• Relationships
• Conflict Search
• Time Entry
• Plan Tasks
• Rates
• Expense Entry
• Invoice
• Retainer
• Statement
• Payment
• Trust Transaction
• Import
• Export
• Staff
• Reports
• Non-Billable Matter Entries
• SSO Login

Users may search through the Audit Logs and filter them out by:

• Application
• Type
• User
• Client
• Matter
• Date From
• Date To

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Account Billing History

Your Billing History overviews all incoming and outgoing transactions, including invoice numbers, payment type, date, description, amount, and balance. It’s a quick and easy method of reviewing and managing your billing info without waiting for the relevant representative to get you the needed information.

Click under Account>Our Account>Billing History.

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Data Backup

Click under Account>Import/Export.

Backup Frequency –  Disabled, Daily, Weekly (on Sunday), or Monthly (on 1st of the month)

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Non-Billable Project Administration

At TimeSolv, our users often want to create time or expense entries that are non-billable or appear on an invoice as a no-charge. This is a crucial feature that you can set in the permissions area of each timekeeper you have. TimeSolv recommends that timekeepers track all their time for the day, whether that time is billable. This will allow the firm to see how much time may be spent on non-billable tasks and provide good data on allocating resources within the firm. Non-billable entries will NOT appear on client invoices, but you can view and manage these non-billable projects under the following criteria.

Click under Clients>Settings>Non-billable Matter Admin.

Select the Time/Expense entries to modify by selecting the appropriate checkboxes.

• Open – will reopen the Time/Expense entries of selected Non-Billable Matters/Projects within the specified date range.
• Close – will mark the Time/Expense entries of the selected Non-Billable Matters/Projects as billed while the records will remain in the system.
• Delete – will permanently remove the Time/Expense entries of the selected Non-Billable Matters/Projects from the system.

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Company Holiday

The Project/Matter calendar has been completely structured for ease of use with drag-and-drop capabilities. You can view daily, weekly, and monthly calendars for timekeepers and clients/matters. Features include the ability to assign timekeepers to a calendar event with a specific view or update permissions.

Company holidays are defined in the calendar section.

Click under Calendar>Calendar.

Select when to create a calendar event.

Company holiday – considered an all-day event. This will remove the other fields and show only Title, Description, and Date.

Users tab – select users to view this calendar event. Define permission level as view only/update/view, update, and delete.

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Dashboard

The ‘Dashboard’ is a graphical representation of hours, amounts, and billing rates for the whole year.

The Dashboard is visible to both admin and non-admin users. Admin users have more rights than non-admin users. The firm admin can view the dashboard of any non-admin user in that firm.

A Timekeeper can access the  Dashboard page to view his/her dashboard for Hours, Amount, and Rate. Values are grouped by month, and one year’s data is displayed. The Timekeeper can specify a year to see values from that year.

If the Timekeepers have Admin permissions, they will also be able to view the Staff, Client, and Financial Dashboards. These dashboards offer a host of filters for a detailed, drilled-down view of the firm. To learn more, click here on Dashboards.

Enable Dashboard

Click on Account>Settings to enable our Dashboard feature.

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Timekeeper Permissions

Ensure the appropriate Timekeepers have permission granted to access the Dashboard.

Click on Account>Professionals>[name]>Permissions.

Overview

Click on Dashboard>Dashboard.

Hours – a bar chart is displayed. It shows the target, actual billable, and actual total hours grouped by month in the selected year. Another line chart is also displayed. It shows the same data as cumulative.

Amount – a bar chart is displayed. It shows the target, actual billable, and actual collected amount grouped by month in the selected year. Another line chart is also displayed. It shows the same data as cumulative.

Billing Rate – a line chart is displayed. It shows the target and actual average rate grouped by month in the selected year.

Firm admin can set the ‘Target Annual Hours’ and the ‘Target Billing Rate’ of any timekeeper of that firm for a fiscal year under Dashboard>Settings>Targets and Permissions.

Dashboard: Logics and Calculations of Graphs

Saturday and Sunday are considered holidays, so these should not be included in the calculation. If some full-day holiday is entered, it should not be included in the calculation.

Target Hours per Day are calculated by dividing Annual Target Hours by Working Days in the given year.

Target Hours per Day are multiplied by Working Days in a Month to get Monthly Target Hours.

The Average Rate value for the given year is multiplied by the Target Hours in a Month to get the Target Amount in a Month.

In the ‘Amount’ dashboard, [(target amount (target hours * average rate value) / working days)* total working days in month] will be displayed in the graph. The Working hour calculation is described above.

 

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Analytics

Timekeepers can view an analytics dashboard on the Time Entry and Expense Entry screens.

1. Time Analytics Dashboard
2. Time Analytics Dashboard Permissions
3. Expense Analytics Dashboard
4. Expense Analytics Dashboard Permissions

 

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Time Analytics Dashboard:

The Time Entry screen analytics dashboard shows a summarized view of the Timekeepers’ Time-related performance metrics.

If the user is a Timekeeper, their name will be selected by default. All the Timekeepers users can access will be displayed in the drop-down list.

If the user only has access to their Time Entries, the drop-down will display only the logged-in user’s name.

If the user is a support user with access to specific Timekeepers, the drop-down list will not show the logged-in user’s name, in which case the first Timekeeper from the list will be selected by default.

Users can select the date range for which the data needs to be fetched by:

• Day
• Week
• Month
• Quarter
• Year
• Custom Range

To learn how to add or remove charts, click here.

The following analytics charts are available to view:

• Line Chart to show the Actual vs Target Billable hours and amount.
• Comparison of current and past year performance:
  • Total Hours
  • Billable Hours
  • Invoiced Hours
• Breakdown of hours based on the billable type.
• Top Clients by:
  • Hours
  • Amount

 

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Time Analytics Dashboard Permissions

1. The Staff Member drop-down shows the same users on the Time Entry ‘For’ dropdown. If the user only has access to his/her time entries, the drop-down will display only the logged-in user’s name.
2. If the ‘Can View and Override Rate?’ option under Account>Timekeepers>Permissions is unchecked, this will:
   1. Hide the Metrics bar on the Time Dashboard
   2. Hide the Amount button on:
      1. Target vs Billable chart.
      2. Top Clients chart
3. In the Top Clients chart, only the Clients for which Time has been entered will be displayed.
4. The Fiscal Year Start Month setting is reflected in the following charts:
   1. Target vs Billable
   2. Hours Trends

 

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Expense Analytics Dashboard:

The Expense Entry screen analytics dashboard shows a summarized view of the Timekeeper’s Expense-related performance metrics.

If the user is a Timekeeper, their name will be selected by default. All the Timekeepers users can access will be displayed in the drop-down list.

If the user only has access to their Expense Entries, the drop-down will display only the logged-in user’s name.

If the user is a support user with access to specific Timekeepers, the drop-down list will not show the logged-in user’s name, in which case the first Timekeeper from the list will be selected by default.

Users can select the date range for which the data needs to be fetched by:

• Day
• Week
• Month
• Quarter
• Year
• Custom Range

To learn how to add or remove charts, click here.

The following analytics charts are available to view:

• Line Chart to show the Actual vs Target Billable hours and amount.
• Comparison of current and past year performance:
  • Total Hours
  • Billable Hours
  • Invoiced Hours
• Breakdown of hours based on the billable type.
• Top Clients by:
  • Hours
  • Amount

 

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Expense Analytics Dashboard Permissions

1. The Staff Member drop-down shows the same users on the Expense Entry ‘For’ dropdown. If the user only has access to their own Expense Entries, the drop-down will display only the logged-in user’s name.
2. In the Top Clients chart, only the Clients for which Expenses have been entered are displayed.
3. The Fiscal Year Start Month setting is reflected in the following charts:
   1. Expenses Trend