In order to bill for their activities, lawyers must track their time and be able to connect it to Matters they worked on. Time that isn’t being tracked will result in missed billings, and that’s never a good thing. For that reason, time tracking stopwatch is available everywhere throughout Matter365. In the top right corner of all Matter365 pages, you will find a stopwatch ready to track time for your activities.
Matter365 also offers an Add-in for time tracking in Office applications. Read more about it here.
Matter365 also offers an Add-in for time tracking in Outlook. Read more about it here.
Time tracking stopwatch in Matter365
Play icon is a shortcut for starting a timer, pause icon will pause the time, and X icon will cancel the time that is currently being tracked. After stopping the timer for the first time, a dialog will appear asking for more details about the time that’s currently being tracked.
Dialog for adding a new time tracking activity
In this dialog, you need to select any of the existing Matters that you will tie this activity to, enter a billing rate for this activity, select a litigation code from a list (or type a new value that you didn’t find in a list), choose a date for the activity, choose to enter the time as duration or as a timespan (setting start time and end time), manually change the amount of time if needed, and add a description of the activity.
If there was a default billing rate set for you on the Matter in question, billing rate field will be pre-populated. You can of course change it if you’d like.
You can read more about default billing rates here.
To see all of your recent time trackings choose Time Tracking option in left hand side main menu.
All of your time trackings can also be viewed from Matter365 Office add-in and Matter365 Outlook add-in.
Time tracking page in Matter365
Add activity button will open a dialog for creating a new time tracking record in a table. All of the created records can be sorted by any of the columns, searched by Matter or user that created them, and filtered by their billing status, start date and end date.
If you restart a same time tracking activity by clicking the play icon in its row, that will create a new subitem under it, and add its time to a main time tracking record. Records with this option disabled are already added to an invoice, so they cannot be changed.
To expand a time tracking activity and show its subitems, click on the arrow icon in the beginning of the row.
Expanding an activity to see its subitems
You can manually add a description for every subitem, to have more detailed insights about how you spent the time that you recorded. To do this, use the pencil icon on the right side of the time tracking record or any of its subitems. To delete the time tracking record or any of its subitems, use the trash can icon displayed next to them.
If you have a QuickBooks account set up, you can quickly generate a QuickBooks invoice out of previously tracked activities by using Create Invoice button. If there is an existing invoice for a time tracking activity you created,
column Invoice number in this table will be filled in. That’s how you will be
sure not to forget to invoice something, and prevent invoicing something multiple
Create invoice button
In case you don’t use QuickBooks, you can still export selected time trackings in CSV format. Possible separator values for your CSV are semicolon or comma, and you can choose to display the times in the document in hours or minutes.
Exporting time tracking activities in CSV format
If you're just beginning to work with Matter365, and you have some unbilled time trackings from your past law cases, that's not a problem, you can easily import them. You should create all of the Matters that you want to import time trackings for, and add people working on those Matters as Matter members. Then you can click on Import button to download an Excel importing template.
Import time trackings
In sample Excel file, for every time tracking record you want to import, you should provide:
- Date of the time tracking
- Matter for which the time tracking occurred (this will be a dropdown menu with all of your Matters existing in Matter365 as options to choose from)
- User (this will be a dropdown menu with all of the members of a Matter you selected in previous column, as options to choose from)
- Description of the activity
- Litigation code (optional field, you can either choose one of the values from a dropdown list, or type your own custom litigation code)
- Duration (value in hours, with maximum one decimal place)
- Billing rate (enter this as a number, with no currency signs, and maximum of two decimal places)
Additionally, this file will show Amount column for your reference, although this column isn't taken into account while you're doing the import. All of the amounts will be calculated in Matter365 once the time tracking records are imported.
Example of time tracking import file