Comprehensive Guide: Adding Time and Expenses

Video: How to Create Time and Expense Entries

• Next topic: Adding Activity Categories

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:

1. Name
   Give the Activity Description an easily identifiable name. 
2. 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.

3. Groups
   Allows you to restrict access to the Activity Description to just yourself or to a group of Clio users.
4. 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

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 Timekeeper

Adding 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".

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:

1. Date
   The default is today's date, but you can change this.
2. Matter
   Enter in the Matter by starting to type the name or number. Then choose the matter from the drop down menu.
3. Firm User
   Defaults to yourself. Click in the field and choose another Clio user to record a time entry on their behalf.
4. Activity Category
   Choose a custom Activity Category or UTBMS description (if enabled).
5. 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. 
6. Duration
   Enter the duration on non-flat time entries. 
7. 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. 
8. 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.

9. 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. 

Using the Timekeeper

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.

1. 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.
2. Add New Timer
   To start a new timer, click "Add time". 
3. 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 the  button to pause the timer.
4. Unbilled Time Entry
   You can continue the timer on any time entry that has not yet been billed by clicking the  button. 

• Next topic: Adding Expenses

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.

1. Matter
   Enter in the Matter by starting to type the name or number. Then choose the matter from the drop down menu.
2. Firm User
   Defaults to yourself. Click in the field and choose another Clio user to record an expense entry on their behalf.
3. Date
   The default is today's date, but you can change this.
4. Expense Code
   The Expense Code field will only be present in those accounts with UTBMS codes enabled. 
5. Amount
   Enter in the amount of the expense.
6. 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