How To Enter Time and Expense In CaseFox

1. Select the staff user on the top of the “Add Note” screen. Select date/time and enter hour/min or tenth of hours (in final PDF or LEDES invoices, hour/min will be converted into fractional hours (e.g., 1h 15m will be shown as 1.25h). PLEASE BE SURE TO ENTER MINUTES AS A MULTIPLE OF 3. Amount will be automatically calculated based on the hourly rates of the selected user. Alternatively, you can also enter an amount in the amount box (if you are entering an expense - same process as entering time - you will need to enter the amount in the amount box instead of entering hours/minutes).

2. Check "Show On Invoice" if this note needs to be included in an invoice.

3. Check “This is an Expense” if this is an expense (such as court filing fee). For billable expense, check both "Show On Invoice" and "This is an Expense" check boxes. Please do not enter expenses such as rent, membership dues, etc. that are not related to a client's case. You can enter those expenses separately by clicking on the "Ledger" tab. Please scroll down to the bottom of this page for more information.

4. Enter service performed (1000 characters max. - but keep it short because this text will be printed on invoice... please also be mindful of writing privileged and confidential information). The text in this box will be used as a line item in an invoice. See Also Using Abbreviations

5. Optionally, you may enter a private note (1000 characters max) in the private note box. This text is for your eyes only and will not be printed on the invoice.

6. You may also enter a document URL or local drive file path. This URL will not be printed on the invoice. Alternatively, you may click on Documents tab to upload case related documents to your Dropbox or Google Drive. Please visit Storing Additional Case Information including custom fields. for more details.

7. If this client requires invoices in the LEDES format, enter UTBMS task code and activity code/expense code (or select from the dropdowns). See also LEDES Invoice.

8. Save. The note will appear be listed in the note listing below. This note can be edited at any time, even after generating an invoice. See How to Edit Invoice. See also Entering Discounts.



Please visit Getting Started With CaseFox for further details.



Important

1. When entering expenses, make sure to also check [ ] Show On Invoice check box if you intend the entered expense to be included in an invoice. If you don't check the Billable check box, the note will not be presented for invoicing.

2. Click on "Cases" tab, select a case in the left panel bar. Then scroll down to the bottom on the right side note listing. If you see an amount in "Non-Billable" category, you should review your time/expense entries. You may have not checked [ ] Show on Invoice check box in one or more notes. Of course, it is ok if you intentionally unchecked the "Show on Invoice" check box.

3. For entering expenses, Select [ ] This is an Expense check box and notice a slightly changed screen.

4. If you have already created an invoice, you can delete it, edit the note(s) and then generate the invoice again.



Quick Tips

1. To enter an hourly billing item, enter the time (either hours/minutes or tenth hours format) in the provided boxes. System will automatically calculate the amount based on your hourly rates. (by the way, you can set different hourly rates for different cases. Click on the "Staff Access/Rates" tab, select a user, an "Edit" link will appear next to the hourly fee amount. If you don't set a different hourly rate for a user, the user's global hourly rates will be used automatically.

2. To enter a flat fee item, simply enter the amount in "Total Cost" box and don't enter anything in the "time" boxes. (this item will displayed as a "Flat" fee item on the invoice. Do not check the "This is an Expense" check box.

3. To enter an expense, click on the "This is an Expense" check box (and leave "Show on Invoice" checked). Enter number of units in the box shown and then enter the total cost in the "Total Cost" box. For example, if you want to enter charges for 10 copies @ .20c/copy, enter "10" in the "Qty" box and then enter "2" in the total cost box. This item will be shown as an expense in the invoice.

4. To enter a no charge entry, enter the time and then change the value in the Total Cost box to zero. PDF/Word invoice will reflect hours and normal billable rate for this line item and the cost as "No Charge".

5. To enter an item at a different billable rate, normally when a time is entered, system automatically calculates total charges for the item based on staff's hourly rates for the case (and if a different hourly rate is not set for the case, staff's global hourly rates) and invoice reflects entered time and hourly rates in addition to the automatically calculated total cost for the item. Sometimes professionals charge different rates for certain items. For example, an attorney may charge an hourly rate of $200/hr for legal work but $100/hr for travel time. To have invoice reflect this different rate, enter the time as usual and then change the automatically calculated total cost to a desired number. In the previous example, if attorney enters 1 hour for travel, the system will fill the total cost box with $200. Change this amount to $100. PDF/Word Invoice will show hourly rate of $100/hr for this entered time.



About The Timer In Add Note Screen

In addition to Desktop Timer, CaseFox® also features a "mini" timer in Add Note (Time/Expense) screen. The mini timer records minimum 6 minutes and thereafter, in 3 minute granularity. The mini timer includes three buttons.

Start Timer : to start the timer. Timer is a passive timer, that is, it works silently without displaying a running counter. After click on this button, you may navigate to other screens or even other websites (without closing the browser window or tab).

Pause : to pause the timer. After click on this button, you may navigate to other screens or even other websites (without closing the browser window or tab). You may then come back to Add Note screen again to Resume the timer.

Stop : to stop the timer. Timer is entered in Tenth of Hours box when this button is clicked.



Abbreviations

CaseFox® offers custom abbreviations that can be used to speed up entering time and expense. For example, a user can enter an abbreviation "TCWC = Telephone conversation with client" by going to "Settings/Reports" -> "Abbreviations" and then in a new time entry, can type "TCWC. Explained the process" in "Service Performed" box. When "Save" button is clicked, the system will automatically replace "TCTW" by it's description. This feature is not available in the "Edit Note" functionality.



Leftover Previous Invoice Balances

If you recently switched from another billing program to CaseFox and if some of the matters for which invoices were created in the previous billing system have leftover unpaid balances, add a corresponding case in CaseFox. Then add a time or expense entry at the beginning of the case, enter 0 in the Tenth Hour box, enter unpaid balance in the Total Cost box and enter "Unpaid balance from previous invoices(s)" in the service performed box. Add more time/expense entries as usual. When an invoice is created, the invoice will include the previous due amount.