Chapters
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Introduction
The time and reimbursable expense entries that you add throughout Clio will appear on the invoices that you generate for your clients. In Clio, time and expense entries are referred to as "Activities".
In this chapter, you will learn how to create standardized Activity Categories to ensure that time entries are recorded consistently by all Clio users. You will then learn how and where in Clio time and expense entries can be recorded.
For a quick start to working with time and expense entries, we suggest starting with the "Activities" video on the next page.
- Next topic: Video: Activities
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Video: How to Create Time and Expense Entries
- Next topic: Adding Activity Categories
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Adding Activity Categories
Activity Categories allow you to add standardized descriptions and rates to your time entries, ensuring consistency across your Clio account.
To create an Activity Category, go to the main "Activities" page and click "Activity categories". Then click "Add activity category".
Complete the fields in the "Add Activity category" window as follows:
- Name
Give the Activity Description an easily identifiable name. - Billing Method
The billing method determines what type of rate is applied to the time entry.Custom Rate: The activity rate will be manually entered, regardless of the Clio user that applies this Activity Description.
User Default Rate: The rate will automatically default to each user's Default Rate.
Flat Rate: Flat rate activities will have a standard fee and time will not be recorded. Note that Activity Descriptions with a flat rate will override all other rates.
- Groups
Allows you to restrict access to the Activity Description to just yourself or to a group of Clio users. - Visible to Co-counsel
If you have shared a Matter with co-counsel via Clio Connect, you can choose to make the Activity Description available to your co-counsel for use when recording time.
Once created, Activity Descriptions can be added to your time entries.
- Next topic: Adding Time Entries Throughout Clio
- Name
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Adding Time Entries Throughout Clio
Time entries can be added from the "Activities" tab, within Matters, and from the following items wherever they are found in Clio:
- Calendar entries
- Tasks
- Matter and Contact Notes
- Documents
- Communication Logs
Topics
Adding Time Entries from the "Create New" button
Adding Time Entries from a Matter
Adding Time Entries from Items throughout Clio
Using the TimekeeperAdding Time Entries from the "Create New" button
To add a Time Entry from anywhere in Clio, click the "Create New" button in the header and then select "Time Entry".
Fill in the details of the Time Entry in the "Time Entry" window.Adding Time Entries from a Matter
When viewing a Matter, you can add time entries from the Dashboard by clicking the "Add time" button.
In the Add Time Entry Form window, you will be provided with the following options:
- Date
The default is today's date, but you can change this. - Matter
Enter in the Matter by starting to type the name or number. Then choose the matter from the drop down menu. - Firm User
Defaults to yourself. Click in the field and choose another Clio user to record a time entry on their behalf. - Activity Category
Choose a custom Activity Category or UTBMS description (if enabled). - UTMBS Task Code
The Task field will only be present in those accounts with UTBMS codes enabled. Select the appropriate Task after selecting a UTBMS description. - Duration
Enter the duration on non-flat time entries. - Rate
The Rate field will be populated automatically based on Clio's rate hierarchy. The default will be the user default rate. Click in the field to manually change the rate. - Start Timer
Check the Start Timer box to start a timer that can be monitored from Clio's sidebar.Instructions for using timekeepers in Clio are detailed below.
- Description
Enter any additional details relevant to the time entry.
Activity notes will appear on your bills and are useful for filtering your time entries for reporting purposes.
Adding Time Entries from Items throughout Clio
Wherever you have calendar entries, tasks, notes, documents, and communication logs, you can add a time entry.
For tasks, notes, documents, and communication logs - click on the "Add Time" quick link.
To add time from the main "Calendar" tab, double click on an existing event. In the Edit Calendar Entry window, click on the "Time Entries" tab.
Tip
When add time to items throughout Clio, you are able to add multiple time entries at once.
Timers can be started from the Clio header or when creating a time entry anywhere in Clio.
To start a timer no matter where you are in Clio, use the Timer in the header.
Clicking the clock icon in the timer displays the Timekeeper.
- Date Buttons
By default, the Timekeeper will display all time entries for today but you can use the date navigation and calendar buttons to view and add time entries for another day. - Add New Timer
To start a new timer, click "Add time". - Active Timer
When you start a new timer, it will be created without any Matter information. Click "Edit entry" at any time to add the Matter, Activity Description, and notes.
Click thebutton to pause the timer.
- Unbilled Time Entry
You can continue the timer on any time entry that has not yet been billed by clicking thebutton.
For more information about creating and managing time entries - including how to specify your time rounding increments - see our collection of "Time" articles.
- Next topic: Adding Expenses
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Adding Expenses
Clio allows you to record the reimbursable expenses that you will be billing your clients for.
Expenses can be added from the "Create New" button, the "Activities" tab, and the "Activities" subtab of a Matter.
When adding expenses, you can fill in the following information in the "Add Expense Entry" window.
- Matter
Enter in the Matter by starting to type the name or number. Then choose the matter from the drop down menu. - Firm User
Defaults to yourself. Click in the field and choose another Clio user to record an expense entry on their behalf. - Date
The default is today's date, but you can change this. - Expense Code
The Expense Code field will only be present in those accounts with UTBMS codes enabled. - Amount
Enter in the amount of the expense. - Description
Enter details relevant to the expense.
Activity notes will appear on your bills and are useful for filtering your expenses for reporting purposes.
Next Chapter topic: Bank Accounts and Transactions
- Matter