You can search for already written time entries in various ways to view their status or change the time entries, provided you have the appropriate rights to do so.
Via 'Timesheet' - 'Search' you can find time entries over a longer period of time or from a specific date.
Filters allow you to search for specific time entries in a targeted way. You can search by:
- Billing status
With the choice 'Group by' you can set how you want the results to be grouped (per day, per user or per matter).
Explanation Billing status
Non-billable: time entries marked as non-billable
Written off: time entries marked as written off
Realized: time entries that have been written and have either been billed or are still work in progress.
Work in progress: 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.
Explanation Group by
By default, the time entries that match your search will be sorted by date descending in the search results. The search results can be grouped per day, per user or per matter according to your needs.
Using 'Advanced search' you can search even more specifically:
Here you can also search for:
- Client and Parent client
- Invoice number
- Zero rate (No zero rate, Only zero rate)
- Timekeeper function
It is possible to mark a selection of time entries (under 'Timesheet' - 'Search') simultaneously as 'Non-billable', 'Billable', 'Zero rate', 'No zero rate'. It is also possible to change the user on multiple time entries at the same time. More information about editing time entries can be found in the article Writing and editing time.
Creation date, change date and user
The information about creation date (and time), modification date (and time) and 'creation user' (the user who created the time entry) is also displayed in the search result (under 'Timesheet' - 'Search'). You can see this information by hovering the cursor on the date of a time entry.
Status time lines
If you are searching for time entries you will see the 'S' of Status in the search result to the left of the 'Time' column, with the status of the time entry underneath.
Time lines can have the following status:
- B (Billable)
- NB (Non-billable)
- 0 (Zero rate)
- W (Written off)
- C (Hyperlink, included on draft invoice, which you open by clicking on the C)
- D (Hyperlink, included on final invoice, which you open by clicking on the D)
- PW (Partly written off)
When you search for time entries, a maximum of 1000 time entries will be displayed in the shown search result. If the search exceeds the maximum of 1000 time entries, you will see a warning with the total number of time entries matching the search criteria.
If you make an Excel export of the search result and/or print it, all time entries will be taken into account.
If you choose to print, the columns in the search result will be included. The Excel export also includes other fields, such as the status of the time entry, invoice data and Recofa related information.
Totals search result
Total search result
At the bottom of the search result, the total time of the time entries in your search is shown, split by the status of the time entries.
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)
Work in progress/draft: total of time entries not yet billed or included on a draft invoice
Billed time: total of billed time entries
Monetary value (for work in progress: expected): total of the valuation of the work in progress on the basis of the rate set (on the matter). This is exactly the same rate that is used when the invoice is actually made. The valuation of work in progress by Legalsense therefore corresponds to the value of the work in progress if all the work in progress will be billed, but excluding any office costs. Time entries that are already marked as "non-billable", or as "zero rate" at the time they were entered, are not included in the value of the work in progress. For fixed-fee matters, the total value of work in progress never exceeds the fixed fee. The time entries are initially individually assigned the value that would apply if the standard hourly rate were applied; once the value of the fixed fee has been reached, the fixed fee amount is divided pro rata over the unbilled time entries.