Time Tracking is a tool that helps all staff easily record and manage time spent on client matters and internal firm activities. It ensures that both billable and non-billable hours are accurately captured, nothing is missed and client invoicing is correct. 

Beyond billing, it also serves as a daily productivity log, giving staff a clear picture of what has been handled and accomplished throughout the day. 


How to Add Time

  1. Log in to the system.
  2. From the main menu,  to the Client Invoicing module and select the Billable Items section.
  3. Click on Time Tracking.
  4. On the Time Tracking page, click the Add Time button at the top-left of the page. This will open the Time Entry form.

Complete the Time Entry Form with the following details:

  • Application Date — The date the work was performed.
  • User Assigned — Defaults to your name; the person responsible for the task.
  • Client — The individual or organization you are working for.
  • File — The specific matter or case linked to the client.
  • Billable Item — The type of service provided (e.g., Transport, Court Time, Appeals).
  • Billed / Not Billed Status — Indicates whether the time entry has been billed or is still pending invoicing.
  • Brief Description — A short summary of the work done.
  • Time Taken — The start and end time of the task.
  • Travel/Other Time — Any extra time outside the main task period, such as travel time, added on top of the core task duration.
  1. The system will automatically calculate the total billable time and associated cost based on the details entered.
  2. Once all fields are completed and reviewed, click Apply to save the entry.

NOTE: 

1. Using the Timer

Instead of manually entering your start and end time, you can use the built-in timer to automatically track your time. At the top of the Time Entry form, click the Start button before you begin your task. The timer will run in the background as you work, and once you are done, the total time taken will be automatically calculated.

When finished, review all your details and click Apply to save the entry.

Important: You must remain active on the system while the timer is running. If the system logs you out due to inactivity, the timer data will be lost and you will need to start over. To avoid this, ensure you save your entry promptly once the task is complete.



2. Recording Time for a Client Who Is Not Being Billed

There may be situations where you are working on a client matter but the time will not be charged to the client. In such cases, follow these steps:

  • Fill in the Time Entry form as you normally would.
  • When you get to the Hourly Rate field, set the rate to Zero (0).
  • This tells the system that no cost should be associated with this entry, so the client will not be charged.
  • The time will still be recorded for internal tracking purposes, but it will reflect a zero cost.