Accurately tracking billable hours and effectively managing time is crucial for legal professionals. Lawcus provides a user-friendly interface with multiple methods for adding time entries. Whether you prefer to add time entries from the Activities
, Matters
, Tasks
, or use the +New
icon, Lawcus offers flexibility to suit your workflow. This guide will walk you through each method, ensuring you can seamlessly add time entries and maintain accurate records.
Elements of the Time Entry Form
The Time Entry Form is designed to capture all the essential details of your work quickly and accurately. Below are the key elements and their functions:
Client: Start by selecting a client. This will automatically narrow down the Matter list to those associated with that client.
Matter: A matter must be selected to create a timesheet (if this setting has been made mandatory). You can configure whether Matter is mandatory by going to:
Settings
>Bill Settings
>Activity Settings
>Form Settings
and toggling the Matter option.Time Tracking: Enter the Duration manually, or use the built-in Timer to track time automatically.
Activity Category: Choose the appropriate Activity Category for the entry. For more details, refer to the article on Activity Categories. You may also utilize the UTBMS codes. You can also add a new category here by clicking on
+Add new category
.Applied Rate: Select how the rate should be applied:
User Rate
,Matter Rate
, orCustom Rate
(define a specific rate as needed). Note that the Custom Rate will supersede all predefined rates.Discounts: Apply a discount if required:
Non-Billable Billing Option: Select the
Checkbox
to mark the entry as non-billable if applicable.Show on Invoice: For transparency, you can still display non-billable entries on the invoice by selecting this option.
Description: Add a detailed description of the task performed. To ensure consistency across your organization, you can make the Description field mandatory under:
Settings
>Bill Settings
>Activity Settings
>Form Settings
, thenToggle
theDescription
option.
Tip: Use Nova AI to generate clear and professional descriptions effortlessly.
Matter and Description are disabled as mandatory fields by default. Enable them in settings if your workflow requires it.
How to Add a New Time Entry
Add a Time Entry from the Activities section
On the left sidebar menu, click on
Activities
.
Click on
New Time Entry
.
Fill in all the applicable timesheet information, such as the
Client
,Matter
,Date
,Duration
,Description
, and any relevantTags
.Once you have entered the necessary information, click
Save
to add the time entry to your records. UseSave & Add New
option to save the entry and add a new entry. UseSave & Duplicate
option to save the entry and create a duplicate form to retain some of the details.
Add a Time Entry from the Matters Section
From the left sidebar menu, click on
Matters
and click open the desired matter.On the top bar menu, click
Time
and selectAdd
. Alternatively, you can click onAdd Time
from the options available underQuick Actions
.Fill in all the applicable timesheet information, including the
Date
,Duration
,Description
, and relevantTags
.After entering the required details, click
Save
to create a new time entry. UseSave & Add New
option to save the entry and add a new entry. UseSave & Duplicate
option to save the entry and create a duplicate form to retain some of the details.
Add a Time Entry using the +New Icon
Locate
+New
icon located on the top bar.Click on the
Icon
and selectNew Time Entry
from the options.Fill in all the applicable timesheet information, such as the
Date
,Duration
,Description
, and relevantTags
.Once you have provided the necessary details, click on
Save
to add the time entry to your records. UseSave & Add New
option to save the entry and add a new entry. UseSave & Duplicate
option to save the entry and create a duplicate form to retain some of the details.
Add a Time Entry from the Tasks option
Click on
Tasks
from the left sidebar menu.Select the task against which you wish to enter the time and click
Create Time Entry
.Fill in all the applicable timesheet information, including the
Date
,Duration
,Description
, and relevantTags
.Once you have entered the required details, click on
Save
to add the time entry to your records. UseSave & Add New
option to save the entry and add a new entry. UseSave & Duplicate
option to save the entry and create a duplicate form to retain some of the details.
Add a Time Entry from a Note
Click on
Matters
in the sidebar menu to open the Matters screen.Click on the desired matter to view its details.
In the
Info
section, hover your mouse pointer over theNote
entry. Lawcus will display icons next to the entry.Click on the
Time Entry
icon. Lawcus will create a time entry based on the contents of the note.Note: The entry will be made with a default time of 10 minutes, but you can change this to the actual time spent.
Please make any necessary changes and click the
Save
button to save the entry. UseSave & Add New
option to save the entry and add a new entry. UseSave & Duplicate
option to save the entry and create a duplicate form to retain some of the details.
Create time entries using UTBMS codes
On your Lawcus account, you can use UTBMS to make time entries for activities related to each task or matter. For example, adding this code while creating a time entry saves you the effort and stress of inputting long descriptions for the just-completed task or activity. Also, following UTBMS makes you comply with regulatory requirements, if any.
Note: You must have enabled UTBMS codes on your account.
Steps to create a time entry with UTBMS codes
To include UTBMS
codes while making a time entry:
Navigate to
Activities
, then click onNew Time Entry
.Input all the necessary details into the time entry form.
Click the
Activity Category
field and choose a relevant activity code from the drop-down list.Click on the
UTBMS task code
field and locate an appropriate task code from the drop-down list.Click on
Save
to wrap up the process. UseSave & Add New
option to save the entry and add a new entry. UseSave & Duplicate
option to save the entry and create a duplicate form to retain some of the details.
Steps to customize the hourly rate per time entry
Before saving the time entry or while updating an existing time entry, click on the Applied
Rate
field and select Custom Rate
and add the Rate
.
Note: You can always add User Rate or Matter Rate as needed. Matter Rate will supersede User Rate and Custom Rate will supersede all.
All that jazz! You can use several options to optimize your timesheet creation process.
FAQ Section
FAQ1: Can a teammate view all the time entries added by other teammates on a matter?
Answer: A team member can get access to specific team activities if the admin gives them the Team Activities
permission in their role.
FAQ2: Can I track time without attaching any client or matter to it, and is it saved for subsequent analysis?
Answer: It is possible to track time without associating it with a matter or client. You can save the tracked time for future analysis by creating an admin matter and adding the tracked time to it.