This video walks you though the different ways you can enter time within Practice Pro.
Video Transcript:
In this video, we'll walk through the different ways you can record your time, whether by using timers, manually adding time entries, or entering fixed fees.
We'll begin with how to track your time using timers, then move on to manually entering time, and finally, we'll cover how to add fixed fees.
By the end of this session, you'll be comfortable recording your time entries from multiple locations in the system and reviewing them on the Time and Expenses page.
Let's begin with how to track your time using timers.
In the top navigation bar, click the icon to the right of your name.
A right sidebar panel will open.
Click on the Timers tab.
Click the Add Timer button to start a new timer.
Once the timer is running, use Add Matter to link the timer to a matter.
Use Edit Description to add your time entry narrative.
If applicable, use Add Task to associate the time entry to a task.
As you see here, all active timers are visible in the right panel under the stopwatch icon.
This panel can be collapsed by toggling the icon on and off.
Note that only one timer can run at a time.
Starting a new timer will pause anytime.
When finished, click the Red Square to stop the timer.
Turn the timer into a time entry by clicking the clock icon.
Confirm your time entry details and select Save.
You can also pop out the timer to move it around your screen and then pop in to return it to the sidebar.
If you would like to manually add a time entry instead of using a timer, click the Quick Add Plus icon in the top navigation bar.
Select Time Entry, complete the required fields.
The member will default to the member logged into the system.
The date will default to today's date, but that can be changed by selecting the calendar or by manually entering the date.
By default the time entry will be billable, but you do have an option to mark it as non billable which will set the rate to 0 resulting in a $0.00 charge for the time entry.
Show on Bill will default to YES, indicating that this time entry should appear on the final invoice to the client.
Next, select the client name from the drop down menu or enter the client name or client number.
Enter your matter name or matter number or select the matter name from the drop down menu.
Alternatively, you can enter your matter name and the client will automatically be attached.
Add any optional details such as Task to link the time entry to a specific task or tags to tag your time entry and utilize the tag to filter your time in the future.
Enter your time entry narrative in the description field.
Enter the actual amount of time for the entry.
The rate will auto populate from the matter client or member default rate.
The private note field is a spot where you can add an internal note to the time entry.
That note is viewable in the pre bill list view but never appears on a final invoice to the client.
If applicable, add a discount.
You can add a discount dollar amount or percentage amount and then you have the option to add a discount note and select whether or not that note should appear on the final invoice to the client.
Click Save.
Your New Time entry will appear on the Time and Expenses page, which we'll see a little later.
To add a fixed fee entry, click the Quick Add Plus icon, select Fixed Fee.
Complete the required fields as you would for hourly time, but enter a flat amount in place of hours.
You have the ability to add hourly and fixed fee time entries from several locations in the system.
Besides using a timer and a quick add button, you can add time directly from the Time and Expenses page by navigating to that page and selecting Add Time Entry.
The Time Entry modal will display, allowing you to enter your time details as previously described.
There is also the option of directly adding time entries to the Charges tab of both the client and the matter.
To navigate to the client Charges tab, click on Contacts and select the client.
Once on the Charges tab, you can click on the Add Time Entry button to create a time entry.
The final way to add hourly time to the system is through the global search bar.
Navigate to the global search bar and enter your client or Matter name.
From the results list.
Select the Time Clock icon to add your time entry.
All time entries, no matter where they are created, can be reviewed on the Time and Expenses page, as well as on the Client Charges tab and the Matter Charges tab.
That wraps up our overview of recording time in the system.
You've seen how to track time with timers, manually add time entries and interfixed fees, and how all of those entries come together on the time and expenses page for easy review.
With multiple ways to capture your time from different areas of the system, you can choose the workflow that fits best into your day and still keep your billing accurate and up to date.