With the Time & Billing Matter View users can: view and sort a list of Time and Cost Entries associated with a matter, easily edit entries, download PDF lists of entries, and add new entries, all from directly on a matter!

Table of Contents

Accessing the Time & Billing Matter View

Time and Cost Entries can be accessed directly from a matter page. To do this, click the Time & Billing tab on the Matter component. To add this component, see our Time & Billing initial setup instructions.

Screen_Shot_2021-11-23_at_2.15.47_PM.png

From here you can view information related to a list of Time and Cost entries. The information that is visible within these tables can be configured via the Time & Billing Settings page.

Time vs. Cost

You will notice on this page that there are two different data tables to choose from: Time and Cost. The Time table is used for entering Time Entries—these track time spent on the matter. The Costs table is used for entering Costs—these track expenses related to the matter.

Screen_Shot_2021-11-23_at_2.16.10_PM.png

You will notice that you can filter these lists by their status by using the All, WIP, or Billed buttons at the top of the page. 

Billing Preferences and Rates

Billing Preferences and Rates information can also be access from the matter view. For steps on adding a component to your matter view containing this information, please see our setup article

Screen_Shot_2021-11-30_at_1.30.56_PM.png

Billing Preferences

The Timekeepers & Billers section allows you to assign timekeepers and billing coordinators to your matter—using the dedicated Add Timekeeper or Biller button. This section is incredibly important, as it helps you to define who's working on the matter.

The Docrio Packet Assignment section is used for searching and selecting a packet assignment for this matter. This step is critical for when you eventually want to generate an invoice from the information found within this matter. 

The LEDES File section provide you with fields where you can enter required external ID information for LEDES file generation. Without these inputs, the system will not be able to produce the complete LEDES file for e-billing.

Rates

The Rates section allows you to view matter and client rates related to the matter. More information on this section and how to use it can be found in our dedicated article. 

Individual Actions—Time

Users can take actions on individual Time Entries from the Matter View.

Add a Time Entry

To add a Time Entry associated with the open matter:

  1. Click the New Time Entry button.

    Screen_Shot_2021-11-23_at_2.16.57_PM.png

  2. Fill out the required details for the Time Entry, including the User, Date, and the Task Code.
    • Some of the information for the Time Entry may be auto-populated. 
  3. Click Save.
  4. The Entry will appear in the list of Time Entries on the matter.

Edit a Time Entry

To edit a Time Entry:

  1. Click the Down Arrow Icon.
  2. Click Edit. This will cause a window to appear.

    Screen_Shot_2021-11-23_at_2.17.35_PM.png

  3. Make the necessary edits.
  4. Click Save

Note the blue “play” button near the end of each row. This is actually a shortcut to our Timer widget. Clicking this button will start a timer related to the associated entry. This timer will continue to run in the background until it is stopped. For more information on the Timer, please see our dedicated Timer article

Time Entry Editable Detail View

Clicking on a Time Entry will open its editable detail view. This is a preview of the record that allows you to edit certain fields.

Screen_Shot_2021-11-23_at_2.19.15_PM.png

Click the X at the top-left of the view to close the view.

Use the up and down arrows to view the editable detail view for other records. 

To edit the record from this view, click the pencil icon at the top right of the view. This will change the view to allow you to edit certain fields. Once you’re done making changes, click Save.

Lastly, use the trash can icon to delete the record—after confirming you wish to do so, or the pop-out icon (top-right of the view) to open the view on another page.

Delete a Time Entry

To delete a Time Entry, timekeepers will need to be added to the Delete Time Entries permission set. For more information on permission sets, please see our dedicated article. 

To delete a Time Entry:

  1. Click the Down Arrow Icon.
  2. Click Delete. This will cause a window to appear.

    Screen_Shot_2021-11-23_at_2.19.59_PM.png

  3. Click Confirm

Individual Actions—Costs

Add a Cost

To add a Cost associated with the open matter:

  1. Click the New Cost button.

    Screen_Shot_2021-11-23_at_2.20.26_PM.png

  2. Fill out the required details, including the entry Type, Quantity, and Description.
  3. Click Save.
  4. The Entry will appear in the list of Cost Entries on the matter.

Be mindful of the Type field when creating a new Cost. This drop down includes two options: Hard (cost), and Soft (cost). 

  • Hard costs are tangible costs associated with a matter, that can be billed to a case. Hard costs have a vendor relationship associated with them. Examples include: Expert witnesses, courier services, outside counsel, court reporter, or travel billed by airline or hotel. 
  • Soft Cost on the other hand, are the less-tangible costs associated with a case. These include work that is associated to, but perhaps not directly involved in, the case. Examples include: phone calls, copies, or faxes.

You may notice that there are several visible totals at the top of this table. You can filter the list of visible entries on this table by clicking either the Hard or Soft total amounts. Additionally, which totals are visible within this view can be adjusted via the Time & Billing Settings page.

Edit a Cost

To edit a Cost:

  1. Click the Down Arrow Icon.
  2. Click Edit. This will cause a window to appear.

    Screen_Shot_2021-11-23_at_2.20.59_PM.png

  3. Make the necessary edits.
  4. Click Save.

Cost Editable Detail View

As with Time entries, the Costs table also allows you to click on items to view an editable preview.

Screen_Shot_2021-11-23_at_2.21.17_PM.png

While the fields and information will be different in this view, as compared to the editable detail view for Time entries, the buttons at the top of this view act the same. Here’s a quick recap of what those do:

  • Click the X at the top-left of the view to close the view.
  • Use the up and down arrows to view the editable detail view for other records. 
  • To edit the record from this view, click the pencil icon at the top right of the view. This will change the view to allow you to edit certain fields. Once you’re done making changes, click Save.
  • Lastly, use the trash can icon to delete the record—after confirming you wish to do so, or the pop-out icon (top-right of the view) to open the view on another page.

Delete a Cost

To delete a Cost, timekeepers will need to be added to the Delete Cost permission set. For more information on permission sets, please see our dedicated article. 

To delete a Cost:

  1. Click the Down Arrow Icon.
  2. Click Delete. This will cause a window to appear.

    Screen_Shot_2021-11-23_at_2.21.49_PM.png
  3. Click Confirm

Download as CSV

Users can also download all Time Entries or all Cost Entries associated with a particular matter as a CSV file. To do this, click the Download Icon next to the refresh button. The refresh button can be used to refresh the current data table—a good practice if you’ve added an entry and cannot see it, or if multiple timekeepers are working in the same table. 

Screen_Shot_2021-11-23_at_2.23.20_PM.png

 

Billing Component on a Matter 

Billing actions and features are visible as part of the Client Matter Billing component on any matter. Billing users are able to access Matter WIP, Pre-bill, and Bill tabs, with most of the same features as the comprehensive Billing app. 

Tab capabilities include: 

  • Create and update Pre-Bills from within the WIP tab.
  • Review, edit and update Pre-Bill status from within the Pre-Bill tab.
  • Review bill balances out of the Bill tab.

Review Billing functionality in our dedicated article for more information on available features. 

Related Articles

 

Was this article helpful?
1 out of 1 found this helpful