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Add and Manage Time Entries

Introduction

Whether you are billing on an hourly basis, or just want to keep track of your staff’s time for internal purposes, there are many ways you can use to enter your time in CosmoLex.

Use this article to learn all the places you can enter time from, and how to fill out your time card. 

Watch a Video

Add Time

From the Global Add Shortcut

Use this shortcut, from any screen in CosmoLex, to easily enter time for any matter

1. Click the  Global add icon at the top right of the screen, and select  Time

2. Complete your Timecard and click Save

From Global Timer and Timesheet

Use our timer to time tasks and easily post them for any matter. Have several time entries you’d like to enter at the same time? Use our Timesheet. 

Learn how to Track Time with TimeSheet and Timers

From Matters Tab

Use a shortcut on the matters tab to launch a Timecard for any matter

1. From the matters tab, select your desired matter

2. Click the  Time icon on the right-hand panel

3. Complete your Timecard and click Save

From Matter Details

Enter time while working within an individual matter

1. From the matters tab, double-click on your desired matter or select it and click  Details

2. From Matter Details, click the Billing tab

3. From the Time/Expense Tab, click  Add Timecard

4. Complete your Timecard and click Save

From Activities Tab

For a quick way to enter time to any matter, launch a Timecard from the Activities section.

1. From the Matters tab, click Activities

2. Under the Time/Expense tab, click  Add Time

3. Complete you Timecard and click Save

From Practice Management Functions

In CosmoLex, our practice Management functions such as events, tasks, notes, and emails can flow right into your billing process.

From Specific Item

From any of the practice management sections, find the item you want to enter time for and click Add Time.

See an example for entering time for a Calendar Event:

From Money Finder

When adding or editing an event, task, note, or email, you can select a “Billable” billing status. Entering a practice management item as “Billable” will allow it to appear on the Money Finder on your “Me” and “Firm” dashboards.

Learn more about the Moneyfinder

Complete Timecard

Use this section to understand all of the available fields on your timecard

Select Matter

You will have to select your desired matter when entering time from the Global Add shortcut, Timer / Timesheet, and Activities Tab.

Enter Info

  • Date (Required) – The date the task was completed. This will default to today’s date.
  • Task (Required) – Here you must enter a task, either from the drop-down list, or you can type in the field. If you want to customize your drop-down list, Customize your List Items
  • Description – The details of the task performed.

Time & Amount

  • Time Spent – If you prefer to enter time in 10ths of an hour, use this drop-down liist
  • Time Billed (Required) – When you select Time Spent, it will automatically populate the Time Billed field. However, you can overwrite the hours and minutes in this field or simply choose to enter time here instead. A value must be present here in order to calculate total value for the task.
    • By default, time billed rounds to the nearest 6th minute, if you would like to change this, go to Setup > Firm Settings > Financial Settings > MinTimer Unit
    • If entering time for more than 8 hours, you will not be able to do so with the Time Spent drop-down list. Simply enter the desired amount of time here, in the Time Billed field.
    • Example: If entering time for 2 hours, 5 minutes, type 2:05
  • Rate Level – This is pre-selected based on your default settings on the Timekeeper level. However, you can change the rate level here when entering time, if needed.
  • Rate/Price – Populates based on the timekeeper and rate level selected. This can also be affected by matter-specific billing rates. You can overwrite this field if needed at this point if needed. 
  • Rate Type – This will default to an hourly type, which works directly with the rate selected. If you want to bill a flat rate for this task, for example $50 to prepare a brief, you can select flat here. Then, fill in the amount ($50) in the rate/price field.
  • Value – The value is the total amount that will be billed for this task and display on the invoice.
    • If your Timecard is an hourly rate type, this is calculated based on the Rate/Price times Time Billed.
    • If your Timecard is a flat rate type, the value will equal the amount you entered in the Rate/Price field.

Advanced Settings

Billing Info Tab

  • Billing Status – How you wish bill your client for this task.
    • Billable – This is the default option – if you’ve created your matter as Hourly. In that case, you do not need to change this, and your time will automatically be entered as billable. This means it will appear as part of the unbilled balance and appear on your next invoice.
    • No Charge – Use this option for items that you are completing free of charge, but you want the rate to be shown on the invoice. For example: Value: $200, Charge: $0.00
    • Unbillable – This is the default option – if you’ve created your matter as Fixed Fee or Contingency. Use this option for items that you want to track for time/productivity reasons, but will not be billing the client for, and do not want them listed on the invoice. If entering unbillable time for an hourly matter, make sure to select this option. 
  • Hold – Check this box if you wish to place this Timecard on hold. That means the next time you invoice your matter, CosmoLex will not include this task. When you’re ready, edit this Timecard and un-check this box to be able to bill it.
  • Flag – You can flag this Timecard with a priority level, for billing.

Notes Tab

  • Enter internal notes for this task. These notes will not appear on the invoice or anywhere for the client to see.

Tax Tab

  • Taxable – If you have set up your matter as taxable, or have set firm-wide tax settings for service, check this tab to see whether this Timecard is being tracked as taxable, what the tax rate is, and what the total amount of tax for this Timecard will be.
    • If all time should be taxable, set your tax settings on the firm level under Setup > Firm Settings, Financial settings.
    • If all time for an individual matter should be taxable, set your tax settings on the Matter level, by editing the matter and updating Tax Settings for Service Tax.

Save

When ready, click Save to add time to this matter

If instead you want to save this Timecard and enter more time, click Save and New 

Editing a Time Card

  • If Timecard status is “Entered” meaning it is not yet included on an invoice
    • Find desired Timecard. Start at Matter Details > Billing tab > Time/Expense or Activities Tab > Time/Expense
    • Select Timecard and click   Edit 
    • Make desired changes. Here, you can edit the matter and other details on the Timecard.
    • When ready, click Save
  • If Timecard status is “Billed” meaning it is already part of an invoice
    • Find desired Timecard. Start at Matter Details > Billing tab > Invoice or Activities > Invoice
    • Select the invoice and click  Edit 
    • Find your Timecard, and click edit on the right to edit the Timecard 
    • Make your Edits – to review which fields are available, see above
    • When ready, click Save
    • To recalculate the amount, and update the invoice, click Generate Invoice

Deleting a Time Card

  • If Timecard status is “Entered” meaning it is not yet included on an invoice
    • Start at Matter Details > Billing tab > Time/Expense or Activities > Time/Expense
    • Select Timecard and click Delete

  • If Timecard status is “Billed” meaning it is already party of an invoice
    • Start at Matter Details > Billing tab > Invoice or Activities > Invoice
    • Select the invoice and click  Edit 
    • Find the Timecard and deselect it from the invoice 
    • To recalculate the amount, and update the invoice, click Generate Invoice
    • Timecard will now appear as “Entered” or unbilled and can be deleted. 

Learn More

Track Time Using TimeSheet and Timers

Import Timesheets in CosmoLex

Billing Methods in CosmoLex

Updated on December 17, 2018

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