Understanding the Time Sheet window
The Time Sheet allows you to record the activities you have performed on a matter and the time spent on those activities. These time entries are recorded as Fees for a matter which in turn can either be used to generate invoices or for keeping a tally of the amount of time spent on a fixed fee matter.
When the timesheet is opened, it will display all timesheet entries for today for the currently logged in user.
Each timesheet entry includes the following:
- A start/stop button. This is used to start or stop the timer for this entry.
- Start Time - the time this entry was started.
- Matter - this is the matter that the time entry will be recorded against.
- Fee Code - selecting a preset fee code will fill in the billing description, fee type and rate. For details on setting up Fee Codes please see: How to Create Fee Codes
- Billing Description - this is the description of the activity performed. The billing description will appear on the invoice if the time entry is invoiced.
- Time Units - this shows the number units of time that have recorded.
- Hrs/Qty - this value depends on the fee type that has been selected and will either show either a calculation of the number/percentage of hours recorded for this entry (for Hourly and User rate fees) or a quantity for Flat Fees.
- Elapsed Time - this shows the number of hours, minutes and seconds spent on an entry.
- Fee Type - the fee type can be flat, hourly or the user prescribed rate.
- Flat fees are used when you change a fixed rate for an activity no matter the amount of time spent on it. The Hrs/Qty column shows a quantity, not the number of hours spent on the task. The value is calculated automatically by multiplying the quantity by the rate.
- Hourly fees are used when you want to charge an hourly rate. For hourly fees, the Hrs/Qty show the number of hours spent on the task.
- User fees are used when you want to charge an hourly rate that is calculated based on the rate which has been set for the user entering the information. For User rate fees, the Hrs/Qty show the number of hours spent on the task.
- Rate - This shows the value of the fee which will be calculated for this entry. For hourly fees/user fess, this shows the hourly rate. For flat fees, its shows the value of 1 unit.
- Value - the amount that will be recorded for this entry based on a calculation of Rate x Hrs/Qty
- Billing Status - when a new time entry is created, it will be given a billing status based on what has been set up for the Fee Code. The codes here mean:
- Billable - Next Invoice. This status means that the entry will be included in the next invoice to be created after the time entry has been completed.
- Billable - Later Invoice. This status means that the entry will not be included in the very next invoice generated, but will appear in the following invoice.
- Not Billiable - Items marked as Not Billable will not be shown on an invoice.
- Invoiced - This item has been included in an invoice. If a time entry has already been invoiced, it's billing status will be Invoiced and you won't be able to edit it.
Note: The example above shows 3 timesheet entries.
- The first entry has already been invoiced so cannot be edited. The text and the start/stop button are grey, indicating that the entry can't be edited. The billing status is shown as Invoiced.
- The second entry is a completed entry that has not yet been invoiced.
- The third entry is an incomplete entry with the billing timer currently running. You can tell the timer is running for this row because the Start/Stop button says Stop