What are time entries?


Time entries in Litify Matters allow you to track the exact amount of time matter team members work on a case. Create time entries on the time entries summary component to gather accurate information about cost of time and billing. Use this tool to track all time entries on a matter, the total cost of all time entries, the party the time entry is billed to, and any other important details. Additionally, you can use the stopwatch to track how much time you spend working on a matter.

 

When should I create time entries?


Add time entries when you work on matters to accumulate exact data about cost, billing, and other information. Or add time entries after you have spent time working on one or several matters. View time entries to track exact metrics about matter team members' activities on matters.

 

Time entries on mobile


Use the time entries component on Salesforce1 so you can track your time spent working on cases anywhere.

 

Here's how:


There are three ways to add time entries: from the Time Entries summary component, the new button, and the stopwatch on the utility bar. This article covers the first two methods. For complete information about the stopwatch, see this article.



 

Add a time entry directly to a matter


1. Navigate to a matter.

2. Locate the Time Entries summary. This contains the total hours cost of all time entries added to this matter.  You must add the timeEntriesSummary component to your Matters Lightning Record page. See the setup instructions for more information. 

3. Click +Add Time Entry.



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4. The "Create Time Entry Window" opens. This window contains the Matter Record ID and the Matter Display Name. Click the plus sign to create additional time entry records. These fields are not required, so fill out as much information as you need.


a. Select the Date. The current date auto-populates this field. Select a different date if necessary. This populates the Date field on the time entry record.

b. Select a matter task type from the Type dropdown list. This dropdown contains every task type in your org. New task types are added at the bottom. See this article about task types. This populates the Task Type field on the time entry record.

c. Describe the task in the Description field. This field contains a maximum of 255 characters. Expand this character limit in Time Entry Settings in Litify Settings. This populates either the Time Entry Description or Time Entry Description Long field depending on your settings.

d. Set the Status as Unpaid or Paid. This populates the Status field on the time entry.

e. Determine if this time entry is Billable. This populates the Billable field on the time entry.

f. Select the user who spent time working on this case in Billed By. Search for any user. The user's billable hourly rate auto-populates the Rate field on this Time Entry window if the user's billable hourly rate is on the current matter. This populates the Billed By field on the time entry record.

g. Bill this time entry to a party record in Billed To. This populates the Billed To field on the time entry record.

h. Select the amount of Hours this user spent working on this case. You can add up to three decimal places. This populates the Hours field on the time entry record.

i. Select the user's billable hourly rate in Rate. The user's default billable hourly rate populates this field if this user is on the matter team on the current matter. This populates the Rate field on the time entry record.

j. The Amount is calculated based on the hours and rate. This populates the Amount field on the time entry record.

k. The remaining three links are: add a note that saves to the Notes related list on the time entry record, clone the time entry record, or delete the time entry record.


 

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Note: Use the scroll bar to see every field on the "Create Time Entry" window. Hover over the fields and scroll left and right.


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5. After you have filled out all important information, click Create.

6. The Time Entries component now contains the hours and amount of the time entry.
The total time entered calculates up to two decimal places and rounds up or down to the nearest second decimal place.



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Add multiple time entries with the new button


This button is located on the Time Entries tab in Litify Matters and the Time Entries list of records.

1. From Litify Matters, click the Time Entries tab. Click New Time Entry



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2. Complete the "Create Time Entry" window. Click the plus button to add multiple time entries at once.

 

a. Select the Matter associated with this time entry. This allows you to add many time entries to different matters. Use the plus button to add more rows and select different matters.

b. Select the Date. The current date auto-populates this field. Select a different date if necessary. This populates the Date field on the time entry record.

c. Select a matter task type from the Type dropdown list. See this article about task types. This populates the Task Type field on the time entry record.

d. Describe the task in Description. This field contains a maximum of 255 characters. Expand this character limit in Time Entry Settings in Litify Settings. This populates either the Time Entry Description or Time Entry Description Long field depending on your settings.

e. Set the Status as Unpaid or Paid. This populates the Status field on the time entry.

f. Determine if this time entry is Billable. This populates the Billable field on the time entry.

g. Select the user who spent time working on this case in Billed By. Search for any user. The user's billable hourly rate auto-populates the Rate field on this Time Entry window if the user's billable hourly rate is on the current matter. This populates the Billed By field on the time entry record.

h. Bill this time entry to a party record in Billed To. This populates the Billed To field on the time entry record.

i. Select the amount of hours this user spent working on this case in Hours. You can add up to three decimal places. This populates the Hours field on the time entry record.

j. Select the user's billable hourly rate in Rate. The user's default billable hourly rate prefills this field if this user is on the matter team on the current matter. This populates the Rate field on the time entry record.

k. The amount is calculated based on the hours and rate. This populates the Amount field on the time entry record.

l. The remaining three links are: add a note that saves to the Notes related list on the time entry record, clone the time entry record, or delete the time entry record.

 


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3. Click Create. The Time Entries related list now contains the new time entry record.


 

Time Entry Records


On the Time Entries component, click See All to locate time entry records added to the matter. The Time Entries page contains all time entry records associated with this matter. Create, edit, or delete time entry records on this page.



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Click a time entry record to view more information. This page contains all of the information the user compiled when adding the time entry record. The Related tab contains the notes added to this time entry record.



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Other considerations:


• If you have existing time entries with start times and no end times before upgrading to this release, the component will prompt you to complete or cancel these entries before starting a new stopwatch on these matters. This occurs on the stopwatch every time you attempt to add a time entry when there are existing time entries with no end times.

• If you add a user to the Billed By field on the record rather than the "Create Time Entry" window, this does not automatically populate the Rate field with the user's billable hourly rate. You will have to manually add the user's billable hourly rate. Add time entries from the "Create Time Entry" window to populate the Rate field based on the user's billable hourly rate on the matter.


 

Additional articles:
Keep Track of Time Entries with Stopwatch
Time Entry Settings






 

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