LawBillity Getting Started Guide | Legal Time & Billing Software

Getting Started Guide

To help you get started using LawBillity we have prepared step by step instructions on how to:

1. Customize settings

2. Track Time

3. Track Expenses

4. Create Invoices

5. Setup Online Payments

6. Run Business Reports

Step1: Customize your settings

Before you start to track time, here are some important settings you should customize.

Round billable time
You have the option to round the elapsed time from the built-in timer. The time will be rounded up to the next increment. For example: If you set the timer rounding to 6 minutes after 2 minutes elapse you will bill at 6 minutes, after 8 minutes elapses you will bill at 12 minutes etc.

Go to Admin > Timer Settings

Add different rates to matter activities
Set default hourly rates for each billable matter activity.

Go to Admin > Customize > Click on an Activity > Choose Flat Rate or Hourly from the dropdown > Fill in Rate Amount > Click on Save

Setup UTBMS billing codes
UTBMS billing codes are built into LawBillity. To use these codes for billing you need to enable them. To enable:

Go to Admin > Settings > Firm Settings > Click on Yes UTBMS Patent Billing Codes > Save

Time entry approvals
Manage submitted time from one convenient location; edit, reject for improvement or approve before billing your clients or syncing with your connected software (if enabled). To enable:

Go to Admin > Settings > System

Once enabled to review submitted time:

Go to Entries > Manage Team Entries

Admin expense approvals
If you would like an Admin to approve expense entries before they can be included in a finalized invoice the Admin needs to enable this.

Go to Admin > System > Approve/Unapprove Expense Entries > Enable > Save

Customize timers
LawBillity’s flexible time tracking allows your team to track time with timesheets or timers, including multiple timers.

Timers / multi-timers
Multiple timers are ideal to capture utilization time on the days with constant interruption.

To run multiple concurrent timers:

Go to Admin > Timer Settings > Time Options

Setup Reminders
Reduce your administration by creating auto alerts and reminders that are triggered based on rules you set. E.g. timesheet reminder email every Friday.

Go to Admin > Settings > Notifications

Quick Tip
If you need to assign someone else as an Admin from the navigation:

Go to Admin > Settings > Manage Users > Add New User

If you get stuck along the way contact us toll-free at 1.800.851.0992 or visit our online resources. Our support is always free!

Step 2: Using the App for Time Tracking

Now that you have customized the app it is now time to start setting up your team, clients and matters and tracking time!

Add a Client
Add your client to the client list.

Go to Client > Client List > Add Client

While you’re adding clients, you can also assign matter activities and billing rates. If you need to create more go to:

Matter > Add Matter

Add Time

Timesheets
The weekly timesheet allows you to enter time in blocks or run a timer within the timesheet.

Go to Entries > Weekly Timesheets

Timers
You can run a timer both on desktop and through our mobile app.
On desktop to start a timer:

Go to Create > Time Entry > Add time entry information > Start

You can then Stop or Pause the timer at any time. Make sure that you click on Save. Another way to access the timer is through the sidebar icon. If the icon is green the timer is running.

If you don’t have concurrent timers enabled, you will need to pause one timer to start another. If you would like to run timers concurrently:

Go to Admin > Timer Settings > Time Options > Concurrent Timers > Enable > Save

Add additional team members
Invite your colleagues to track time and boost your company's profitability.

Go to Admin > Manage Users > Add User > Fill in Info > Save

Quick Tip
If you use a spreadsheet to track your team, clients, and matters you can import the file into LawBillity in just a few clicks. In order to import clients, you’ll need to visit the Client tab in the navigation menu and click on the Client List subtab. From there, under the orange Add Client button you’ll see the blue link titled Import from CSV.

If you get stuck along the way contact us toll-free at 1.800.851.0992 or visit our online resources. Our support is always free!

Step 3: Tracking Expenses

Now that you have started tracking time it is the perfect time to start getting rid of paper receipts and easily track client expenses within LawBillity.

Add receipts to LawBillity
Using your mobile device take a photo of your receipt. (If you haven’t downloaded the mobile app, now is a good time to do so go to the App Store, or Google Play.

Go to Create New > Expense Entry

Select the client you want to track the expense to and then the project. Under the expense description choose the expense and then type in the description. If the expense should include tax click on the yes tab under taxable and add the tax percentage. Click on the + sign to save the expense.

Be tax compliant
Apply custom UTBMS expense codes to your receipts for accurate digital filing, storing and tax reporting. To use these codes for expenses you need to enable them. To enable:

Add an expense to an invoice
If you want the expense to show up on the invoice, when adding a new expense select yes beside reimbursable. Add a copy of the expense receipt by clicking on the add file next to the attachment (If you didn’t already add them through the mobile app!).

Go to Admin > Settings > Firm Settings > Click on Yes UTBMS Patent Billing Codes > Save

If you get stuck along the way contact us toll-free at 1.800.851.0992 or visit our online resources. Our support is always free!

Step 4: Client Invoicing

Tracking time makes it easy to send out client invoices in only a few minutes. Ready to send your first invoice? Here’s how.

Create an Invoice

Select the client you want to invoice from the client dropdown
Select the payment terms from the payment terms dropdown (e.g. net 30 days)
Add a description in the description field
Select your time entries by selecting the project from the project dropdown, choose the date range and click on search
You can click on each time entry to make revisions if require
Once you are happy with the invoice, click Save Pre-Bill. The Pre-Bill is a chance to review the invoice before you send it. Notice a mistake? Just click on the line item and you can do in-line edits! Once it looks good click Finalize.
You can send your invoice by clicking on the box next to the invoice and clicking on email or print it out and mail it by clicking on print.

Go to Create New > Invoice

Client Portal
Would like to give access to your clients to view time and expenses, as well as be able to make payments or purchase pre-paid hours?
To enable:

Go to Clients > Client List > Choose Client > Edit Client > Click on Grant this Contact Access to the Client Portal > Save

An email will then be sent to your client providing them with their login credentials.

Setup Trust Accounts
If you would like to take payments from a trust account, you will need to add trust accounts.

Go to Billing > Trust Accounts > Add Trust Account > Fill out Fields > Add Bank Account > Save

Quick Tip
You can generate invoices and receive payments from your mobile device too!

If you get stuck along the way contact us toll-free at 1.800.851.0992 or visit our online resources. Our support is always free!

Step 5: Online Payments

Connect your LawBillity account with LawPay and receive online payments instantly; payment links are added to your invoices automatically.

Login to LawPay Account

You must have a LawPay account to allow LawBillity to accept payments on your behalf. If you don’t have a LawPay account go to Admin > Payment Gateway > LawPay and click on the application form and fill it out (it may take up to 48-hours to process). Please note the currency you select in LawPay must be the same as your LawBillity account to avoid payments being rejected.

*LawBillity will waive the $20/month subscription fee, however credit card transaction fees will apply.

To Integrate with LawBility
Click on Connect with LawPay and Sign In. Once you sign in and go back to LawBillity you should see a Connected Successfully message at the top. Once this is complete all invoices sent to the client will have a Payment Process button at the top and will allow them to pay by credit card.

Go to Admin > Payment Gateway > LawPay

Take Credit Cards Over The Phone or In-Person

Go to Billing > Client Payments > Payment Method > LawPay > Fill in Credit Card Info > Process Payment

If you get stuck along the way contact us toll-free at 1.800.851.0992 or visit our online resources. Our support is always free!

Step 6: Business Reports

Now that you have been tracking time and expenses you can make informed decisions in minutes with in-depth business reports. All reports are live and editable, reports can be exported into nine formats and you can have reports sent automatically based on rules you create.

Running Reports
Would you like to automatically receive daily, weekly, monthly, or yearly customized reports via email? Or save specific filter combinations so you can quickly generate new reports? First, select the items you want reported then click Add Custom Report to set your delivery options.

Go to Dashboard > Reports

Add Reports to Your Customizable Dashboard
Your LawBillity dashboard is customizable, easily select and prioritize the information you see:

Click on the settings icon to configure your dashboard
Drag and drop to order and position graphs
Mouse over the header area to view shortcut icons

If you get stuck along the way contact us toll-free at 1.800.851.0992 or visit our online resources. Our support is always free!