Time recording

To enable time recording, you need to activate the function within the associated matter template.

Navigate to Settings > Matters
Select the matter template you would like to enable time recording on
Navigate to the Advanced tab
Within the subsection Time Recording, tick the checkbox to include time recording on the matter template
Repeat this process for any other matter templates you would like this functionality on

Once this has been done, the time recording function will sit as a tab within the matter workflow.

If you would ever like to remove time recording, follow the above process but simply uncheck the ‘time recording’ option and save.

Defining User Rates

To use time recording, the rates must first be defined. To define a Fee Earners rates:

Navigate to Settings > Staff
Select the user you wish to input rates for
The staff member must be marked as a Fee Earner to use time recording.
Head to the Fee Earner Rates subsection
Click Add and define your rate i.e. Rate A = £100
You can add as many rates as you wish
To delete a line, select the cross next to the rate you wish to remove
Save

How to Use Time Recording

Once time recording has been enabled and the rates have been defined, time recording can be used within a matter.

Within the matter workflow, head to the Time Rec tab
Select New
1. Select the type of task the rate is being recorded against
  1. To add a new task, select edit
2. Provide the date
3. Choose the relevant Fee Earner
4. Select the appropriate rate from the drop down list
  1. If you wish to add a new rate, select edit
5. Enter the duration of the task in either time or unit format
6. Select whether the rate is chargeable to the client
  This requires use of the InTouch accounts functionality. For further information please contact support@intouch.cloud.
7. Add any notes relevant to the charge
8. Save

Once the entry has been saved, it will show within the time recording tab. If you wish to edit or delete the entry, click the pencil icon on the right hand side under Actions

Creating Receivables

To create a receivable from a time recording entry please see Auto Create Receivables on a Matter

Time totals across your matters

You can see the value of a matter’s recorded time without opening it. Four figures are available:

Figure	What it shows
WIP	Chargeable time not yet raised as a receivable (shown as Outstanding on the matter’s Time Rec tab)
Receivable Raised Time	Time that has been raised as a receivable
Free Time	Non-chargeable time
Total Time	All recorded time, whatever its state (WIP + Receivable Raised Time + Free Time)

When you raise a receivable from chargeable time, its value moves from WIP to Receivable Raised Time. A matter with no recorded time shows 0.00 in all four.

Use them in three places:

Home page: select Columns and choose them from the Time Recording group. See Home page overview V2.
Matters report: add them from the Time Recording group in Edit Columns, then sort, filter and export by them. See Matters report.
Templates: the data markers matter.time.wip, matter.time.receivable.raised, matter.time.free and matter.time.total insert the same figures into a document, email or SMS. They’re listed under Time Records in the data marker list. See Data markers and variables.

Each figure is added up from the exact charge of every entry and then rounded, so it can occasionally differ by a penny from the rounded totals on the matter’s Time Rec tab.

Staff who have recorded time

A staff member who has recorded time on any matter can’t be deleted, because deleting them would remove billing history. Disable their access instead.

Auto create a Time Recording when generating a document

When generating document templates on a matter, you can configure InTouch so a Time Recording entry automatically populates.

Navigate to Settings > Documents
Select the Edit pencil icon next to the relevant template
Tick “Auto create a time recording when this document is created?”
Enter the required details