You can search for time entries you have already written, to check their status or make changes to them, provided you have the appropriate permissions. This article explains how to filter and group your search, and how to read the search result and its totals.

Go to Timesheet → Search to find time entries over a longer period or from a specific date.

 

Use filters to search for specific time entries in a targeted way. By default, you can filter by:

• Date/Period: the period or specific date the time entries were written on.

• Timekeeper: the user who wrote the time entry (only shown if you can search the time entries of more than one timekeeper).

• Billing status: the billing status of the time entry, such as billable, non-billable, written off, work in progress, or billed.

• Matter: the matter the time entry was written on.

Use the Group by field to set how you want the results grouped: per day, per timekeeper, or per matter.

Click More filters to show additional, more specific filter fields (click Less filters to hide them again):

[Image: Legalsense Timesheet Search page with the More filters panel expanded, showing additional filter fields.]

• Submatter/product: a sub-division within a matter, for firms that track time per product or workstream within a single matter (only shown if submatters are enabled for your firm).

• Activity: the type of activity the time was written for, e.g. drafting, research, or a meeting (only shown if your firm has multiple activities).

• Client: time entries written on matters belonging to this specific client.

• Parent client: time entries written on matters belonging to this client's direct sub-clients.

• Main client: time entries written on matters belonging to this client's top-level parent client.

• Billed on invoice number: time entries billed on a specific invoice number.

• Zero rate (No zero rate, Only zero rate): exclude time entries written at zero rate, or show only time entries written at zero rate.

• Timekeeper function: the function assigned to the timekeeper who wrote the time entry.

• Firm: the administration the time entry was written under (only shown for firms with multiple administrations).

• Recofa category: the Recofa category assigned to the matter (only shown if Recofa is enabled for your firm).

• Account manager: time entries written on matters where this user is the account manager.

• Billing supervisor: time entries written on matters where this user is the billing supervisor.

• Matter supervisor: time entries written on matters where this user is the matter supervisor.

• Non-billable: time entries marked as non-billable.

• Realized: time entries that have been written and have either been billed or are still work in progress (WIP).

• Work in progress: time entries that have not yet been billed.

• Work in progress incl. draft: time entries that have not yet been billed and/or are included on a draft invoice.

• Billed (on final invoice): time entries included on a final invoice.

• Billed elsewhere: time entries imported from another software program, marked with ED in the time entry.

• Written off: time entries marked as written off. If partial write-off is enabled for your firm, this splits into Fully written off, Partially written off, and Fully & partially written off.

By default, Legalsense sorts matching time entries by date, newest first. Use the Group by field to group the results per day, per timekeeper, or per matter instead.

[Image: Legalsense time search results grouped per day.]

[Image: Legalsense time search results grouped per timekeeper.]

[Image: Legalsense time search results grouped per matter.]

The search result on Timesheet → Search also shows the creation date and time, the modification date and time, and the creation user (the user who created the time entry). Hover over the date of a time entry to see this information.

[Image: Legalsense time search result showing a tooltip with the creation date, modification date, and creation user for a time entry.]

In the search result, the S column (short for Status) sits to the left of the Time column and shows the status of each time entry underneath.

A time entry can have one of the following statuses:

• B (Billable)

• NB (Non-billable)

• 0 (Zero rate)

• 0PW (Zero rate and partially written off)

• W (Written off)

• PW (Partially written off)

• C (included on a draft invoice; click C to open it)

• D (included on a final invoice; click D to open it)

• ED (Billed elsewhere)

[Image: Legalsense time search result showing the Status column with time entry status abbreviations.]

Legalsense shows the search result in pages of up to 1000 time entries at a time. Use the pagination controls below the result to page through all matching time entries.

If you export the search result to Excel or print it, all matching time entries are included, not just the ones on the current page.

Printing includes exactly the columns shown in the search result grid.

The Excel export includes additional fields beyond the grid, such as: matter and activity numbers, parent and main client, written-off time, the full billing status text, work in progress amount and expected hourly rate, Recofa category (if enabled), experience factor, inventory factor, and yearly base rate.

Note: If your search matches a very large number of time entries, Legalsense may show a warning before exporting, or block the export if the result is too large. Narrow your search if this happens.

[Image: Legalsense time search result showing the totals row at the bottom, split by billing status.]

At the bottom of the search result, Legalsense shows the total time of the time entries in your search, split by status:

• Total time: total of billable and written off time entries.

• Billable time: total of billable time entries.

• Written off: total of written off time entries (these are not included on (draft) invoices).

• Non-billable time: total of time entries marked as non-billable.

• Zero rate: total of time entries written at zero rate (these are included on (draft) invoices).

• In progress / draft: total of time entries not yet billed or included on a draft invoice.

• Billed time: total of billed time entries.

• Amount (for work in progress: expected): total value of the WIP, based on the rate set on the matter. Legalsense uses this same rate when it creates the invoice, so the valuation of WIP corresponds to the value of the WIP if all of it were billed, excluding any office costs. Time entries already marked as non-billable or zero rate when they were entered are not included in this value. For fixed-fee matters, the total value of WIP never exceeds the fixed fee: each time entry is initially assigned the value it would have under the standard hourly rate, and once the fixed-fee amount is reached, that amount is divided pro rata over the remaining unbilled time entries.