How do I work with the timesheet?
Timesheet
Each staff member using timeSensor® LEGAL has a personal timesheet where all productive and non-productive hours are recorded. The timesheet allows each employee to monitor their working hours. At the same time, the timesheet serves as the basis for invoicing.
There are two ways to access the timesheet.
2. Via Personal Area
Structure of the Timesheet
In the title area of the timesheet, the owner of the timesheet is displayed as an icon on the left, and their name appears in the header.
Here, you can switch the view to day, week, month, or year, and navigate left or right between the different time periods. Alternatively, you can select the desired day directly from the calendar on the left.
In the bottom left corner, you'll find the current client matter.
To add a new time entry for the current matter, click the + button. To delete an entry, click the – button.
There is also a shortcut to jump directly to the dossier or the matter folder of the selected entry.
Presence Time Control
Timesheet entries
Note: Use the Tab key to navigate within the timesheet. This is the easiest and most efficient way to create entries quickly.| Fields | Meaning |
Date | As soon as you click the plus button to create a new entry, timeSensor automatically uses today’s date. If the entry is for a different date, you can simply overwrite it. Alternatively, select the date in the calendar first and then click the plus icon — a time entry will be added for the selected date. |
Mandate | The current mandate is displayed here. If you want to record time for a different matter, you can overwrite this field with the desired matter name. |
Code | The code determines the type of service being recorded. In most cases, you will enter the code “h”. If you're unsure which codes are available, leave the field blank and press the Tab key — a list of available codes will appear. You can append the number of minutes to the code. The following formats are accepted:
|
| Quantity | Enter the number of hours in decimal format. Keep in mind that timeSensor LEGAL calculates using up to five decimal places. If you’ve already entered the time in minutes after the code, this field will be calculated automatically. |
Unit | Selected automatically. The unit is linked to the type of service. |
Price | The price is also linked to the service and the price list stored in the mandate. timeSensor takes the price from the price list assigned to the mandate. If you want to change the price once, you can simply overwrite the entry. If you want to change the hourly rate for the mandate in general, please check the mandate specifications and the stored price list. |
Total | timeSensor calculates the total automatically. 3 hours at 300.00 = total 900.00 |
| Icons | |
Select a line. This shortcut takes you to the dossier or the mandate folder of the selected client. |
Deleting services
If a service has not yet been transferred to the dossier, you can simply select the incorrectly entered line and then click on the minus sign.
If the service has already been transferred to the dossier, you must delete the service directly in the dossier.
Select the line you want to delete and open the dossier using the shortcut. Now select the line to be deleted in the dossier and click on the small minus sign. You will be asked whether you want to set the service to non-billable or otherwise billed. Select non-billable.
Changing/reducing Services
It may happen that you work for a client but cannot bill all the work you have done. Nevertheless, you would like to know how many hours you have spent.
Enter your hours in the timesheet (e.g. 5 hours). The services are transferred to the dossier overnight.
Open the dossier, click in the field with the hours and change them. In our example, from 4 to 3 hours. Save the changes in the dossier.
In the timesheet, 3 hours now appear as billable and 1 hour as non-billable and 4 hours are included in the daily total.
Timesheet - toolbar
There are some interesting features for the timesheet in the Tools menu. If you are using Windows, you will find the “Tools” bar directly in the timesheet window.
Modify Selected - set to non-billable
You have entered a service in the timesheet which you do not want to charge for and which should not be visible to the client on the invoice.
Select the entry in your timesheet and choose the menu Tools - Modify Selected - Set to non-billable. The entry is now marked with a gray cross.
Customize - set to billable
If you would like to set a service that has just been set to non-billable back to billable, proceed in the same way and simply select “Set to billable”. The gray cross disappears again and the service can be charged.
Transfer zum Dossier
The task that transfers the services from the timesheet to the dossier is carried out on the server every night. Now it may happen that you enter a service in the timesheet and want to create the final invoice immediately afterwards.
Select the service or services that you want to transfer to the dossier. Select the menu Tools - Customize - Transfer to the dossier.
