Why time recording is at the heart of a law firm
With hourly-rate agreements, time that is not recorded is time that is not invoiced. Even with fixed fees you want to know how much time a matter takes. Advoca makes recording as quick as possible and shows where time is missing.
Time entries per matter
A time entry has a matter, a date, minutes worked, billable minutes, a description and a task code (for example handling, drafting a letter). You also record non-billable work: it counts in your overviews but does not appear on the invoice.
Timers that round to 6 minutes
Start a timer when you begin work on a matter, for example during a phone call with a client. When you stop, Advoca converts the time into a time entry, rounded to a unit of 6 minutes (a tenth of an hour), the usual unit in law firms.
Day overview: see where your day went
The day overview on the Time entries page shows your day on a timeline with the recorded time entries and the gaps between them. At the end of the day you can see which hours are not yet assigned to a matter. Daily totals show time worked and billable time.
Review before invoicing
A time entry or task can be sent for review to a colleague (for example the lawyer responsible for the matter), who approves or adjusts it. The dashboard shows how many time entries are awaiting your review.
Time entries on a task
A task can have linked time entries and shows their total time. From the task you start a timer or add a time entry straight away with + Time entry; on the Time entries page you can optionally choose the task. Invoicing still works from the time entries.
Task codes and descriptions
Task codes (for example handling, drafting a letter, reminder) keep time entries consistent, so reports by type of work are accurate and invoices are clear to the client. The description of the time entry appears on the invoice.
Three habits that pay off
- A timer for every phone call: short calls are the time entries most often lost.
- Check the day overview before you go home: fill in the gaps while you still remember them.
- Review work in progress every month: the WIP report shows which matters are ready to invoice.
Reports
| Report | What it shows |
|---|---|
| Time entries per fee earner | Recorded time per lawyer or team member over a period, exportable to CSV |
| Work in progress (WIP) | Completed, billable time entries not yet invoiced, per matter |
| Weekly agenda | Deadlines and hearings in the coming week |