Chris Hadfield, Keynote Speaker - Clio Cloud Conference New Orleans - Sept. 25, 2017
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Comprehensive Guide: Adding Time and Expenses

  • 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 Activitiy Descriptions 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.

  • Video: Activities

  • Adding Activity Descriptions

    Activity Descriptions allow you to add standardized descriptions and rates to your time entries, ensuring consistency across your Clio account.

    To create an Activity Description, go to the main "Activities" tab, click on the "Activity Descriptions" sub-tab, then click "Add".

    Complete the fields in the "Add Activity Description" 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.

  • 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 a Matter
    Adding Time Entries from Items throughout Clio
    Using the Timekeeper

     

    Adding Time Entries from a Matter

    When viewing a Matter, you can add time entries from the "Time" sub-tab by clicking the  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. User
      Defaults to yourself. Click in the field and choose another Clio user to record a time entry on their behalf.
    4. Activity Description
      Choose a custom Activity Description or UTBMS description (if enabled).
    5. Task
      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. Note
      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.

     

    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, click on the Timer icon on the header.

    1.png

    This will open the Timekeeper window.

    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 the  button. 
    3. Active Timer
      When you start a new timer, it will be created without any Matter information. Click the  icon 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. 
    5. Billed Time Entry
      While already billed time entries will be displayed in this window, they cannot be edited and time cannot be added. 

    A timer can also be started when viewing unbilled time entries on a Matter.

    For more information about creating and managing time entries - including how to specify your time rounding increments - see our collection of "Time" articles.

  • Adding Expenses

    Clio allows you to record the reimbursable expenses that you will be billing your clients for. 

    Expenses can be added from the "Activities" tab and within Matters.

    Navigate to a Matter, click on the "Expenses" sub-tab, then click the  button.

    This will open 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. 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. Note
      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