Common LeanLaw Time Tracking and Reporting Questions: Expert Solutions

Time tracking and reporting form the backbone of successful law firm operations. From capturing billable hours accurately to generating insightful reports that drive business decisions, these functions directly impact your firm’s profitability and client satisfaction. Whether you’re onboarding new team members who need to learn time entry basics, managing a distributed workforce across multiple time zones, or running historical reports on former employees, understanding LeanLaw’s capabilities in these areas is essential. Let’s address three critical questions that firms frequently encounter.

How Do I Add a Time Entry in the Time Entries Tab?

Adding time entries in LeanLaw is designed to be intuitive and efficient, with multiple pathways to accommodate different working styles and preferences. The Time Entries tab serves as your central hub for all time tracking activities, offering both flexibility and structure to ensure accurate billing records.

Accessing the Time Entry Interface

To begin adding time entries, navigate to the Time Entries tab in LeanLaw’s main navigation bar. You’ll immediately see two distinct sections: Filter Options on the left side and the Time Display in the center. This layout provides a comprehensive view of existing entries while offering easy access to create new ones.

Creating Your Time Entry

When creating a new time entry, you’ll need to complete these required fields:

Essential Information

• Timekeeper: Select the person who performed the work
• Date: Choose when the work was completed
• Client: Identify which client the work was for
• Matter: Specify the particular matter within that client’s portfolio
• Description: Provide a detailed narrative of the work performed
• Hours: Enter the time spent in decimal format (e.g., 1.5 for 1 hour 30 minutes)

Advanced Entry Features

LeanLaw offers several productivity-enhancing features for time entry:

Block Billing Functionality Block billing allows you to build complex time entries with multiple activities. Simply describe each activity and add the time in brackets. For example:

• Type: “Email correspondence with opposing counsel [0.3]”
• Add: “Review settlement documents [1.2]”
• Continue: “Client conference call regarding settlement terms [0.5]”

As you type each closing bracket, LeanLaw automatically calculates the total hours (2.0 in this example), eliminating manual math and reducing errors.

Snippets for Consistency Snippets are pre-written phrases for commonly performed tasks. Instead of typing “Review and revise purchase agreement” repeatedly, you can select this snippet from your firm’s library, ensuring consistent descriptions across all timekeepers and improving invoice clarity.

Bulk Entry Mode For entering multiple time entries efficiently:

1. Complete your first entry and click “Create Entry”
2. The client, matter, timekeeper, and date fields persist
3. Simply enter new descriptions and hours for subsequent entries
4. This feature is particularly useful for recording an entire day’s work at once

Setting Precise Time Parameters

LeanLaw provides flexibility in how you record time:

Manual Hour Entry Enter hours directly in decimal format. Your firm’s rounding settings (configured in Firm Info) will automatically apply, whether that’s to the nearest tenth (0.1) or quarter hour (0.25).

Start/Stop Time Recording Toggle the “Set Time” switch to enter exact start and stop times. LeanLaw calculates the duration automatically, which is particularly useful for:

• Court appearances with specific start times
• Client meetings with defined schedules
• Tasks where precise timing matters for billing guidelines

Timer Integration If you’re using LeanLaw’s timer feature (available on mobile and desktop), your tracked time automatically converts to a time entry. Simply add the required client and matter information to transform your timer into a billable entry.

Managing Entry Attributes

Billability Settings By default, time entries inherit the billability status of their associated matter. However, you can override this setting for specific entries by toggling the “Billable” checkbox. This flexibility allows for:

• Pro bono work on otherwise billable matters
• Administrative time that shouldn’t be charged
• Courtesy services within paid engagements

LEDES Codes For firms using LEDES billing, task and activity codes become available when working on LEDES-enabled matters. Simply type to search for codes or select from the dropdown menu, ensuring compliance with client billing requirements.

Internal Notes The “Show Internal Notes” feature adds a private field for information that won’t appear on invoices but helps with internal tracking, such as:

• Research sources consulted
• Case strategy considerations
• Follow-up reminders for the matter

How Can We Ensure Hours Are Accurate Across All Views and Reports Regardless of Time Zone?

Time zone accuracy in time tracking and reporting is crucial for firms with distributed teams or multi-office operations. While LeanLaw stores all time entries in a centralized database, ensuring consistency across different geographical locations requires understanding how the system handles time zones and implementing best practices for accuracy.

Understanding Time Zone Handling in LeanLaw

LeanLaw’s architecture is designed to maintain data integrity regardless of where users are located. However, the system’s time zone handling depends on several factors:

User Location Settings Each user’s time entries are recorded based on their local time zone when the entry is created. This means a attorney in New York entering time at 5:00 PM EST and a paralegal in Los Angeles entering time at 2:00 PM PST are both recording accurate local times that LeanLaw preserves.

System Time Standardization Behind the scenes, LeanLaw converts all times to a standardized format for storage. This ensures that when reports are generated, the chronological order of events remains accurate regardless of the time zone from which they originated.

Best Practices for Multi-Location Firms

Establish Clear Time Entry Protocols

Create firm-wide guidelines that specify:

• Whether to use the time zone where work was performed or where the client is located
• How to handle travel time across time zones
• Standard practices for after-hours work that crosses date boundaries

Utilize Start/Stop Times for Precision

When accuracy is critical, use the Start/Stop time feature rather than manual hour entry:

1. Enable “Set Time” in your time entry
2. Enter exact start and stop times
3. Let LeanLaw calculate the duration
4. This creates an auditable record that includes specific times, not just hours

Implement Daily Entry Requirements

Encourage or require same-day time entry to minimize confusion:

• Events are fresh in memory
• Date accuracy is maintained
• Time zone issues are minimized
• Month-end reconciliation becomes easier

Reporting Considerations

Consistent Report Generation

When running reports across multiple offices:

• Generate reports from a single, designated time zone
• Document which time zone was used for report generation
• Maintain consistency in recurring reports
• Consider scheduling automated reports to run at specific times

Filter Configuration

When setting date ranges for reports:

• Be aware that “Today” means different things in different time zones
• Use specific date ranges rather than relative terms when precision matters
• Document any time zone conversions made for client reporting
• Consider the implications for deadline-sensitive matters

Verification Procedures

Implement regular checks to ensure accuracy:

1. Daily Review: Have timekeepers review their entries each day
2. Weekly Audits: Supervisors should review team entries for anomalies
3. Monthly Reconciliation: Compare total hours across different report views
4. Client-Specific Validation: Verify entries against client requirements

Addressing Common Time Zone Challenges

International Clients For firms serving international clients:

• Document the agreed-upon time zone for billing purposes
• Include time zone information in engagement letters
• Maintain consistency throughout the matter lifecycle
• Consider client preferences for invoice presentation

Remote Work Scenarios With increasing remote work:

• Establish whether home office or client time zone applies
• Document any changes in working location
• Maintain clear communication about time zone expectations
• Use calendar integrations to prevent scheduling conflicts

System Integration When integrating with other systems:

• Verify time zone settings in QuickBooks Online
• Ensure consistency across all connected platforms
• Test data transfers during daylight saving time transitions
• Document any system-specific time zone handling

How Can I Run a Period Report on a Timekeeper That Doesn’t Have a Seat Anymore?

Running reports on former employees or timekeepers without active seats is a common necessity for law firms. Whether for year-end compensation calculations, client audits, or historical analysis, LeanLaw preserves all historical data and makes it accessible through various reporting mechanisms, even after a user has been disabled.

Understanding User Status in LeanLaw

When a timekeeper leaves your firm, LeanLaw handles their data carefully:

Disabled vs. Removed Users

• Disabled Users: Retain all historical data, appear in reports, cannot log in
• Removed Users: Only possible if they have no tracked items (rare scenario)
• Data Preservation: All time entries, expenses, and activities remain permanently in the system

This architecture ensures you never lose critical billing or productivity data, regardless of staff changes.

Accessing Historical Reports

Standard Report Access

Most LeanLaw reports will still include disabled users:

1. Navigate to Reports Tab
   • Access the main Reports section
   • Select the appropriate report category
2. Productivity Reports
   • Go to “By User” section
   • Select “Productivity”
   • Disabled users appear in the timekeeper dropdown
   • Their historical data remains fully accessible
3. Compensation Reports
   • Choose “Compensation (Revenue by Attorney)”
   • Filter by the desired time period
   • Disabled users’ contributions appear in results
   • All allocation percentages remain intact

Running Period Reports for Disabled Timekeepers

Method 1: Using Standard Filters

In the Time Entries page:

1. Click on the Timekeeper filter dropdown
2. Disabled users still appear in the list (often marked or at the bottom)
3. Select the disabled timekeeper
4. Set your date range for the period needed
5. Export or print the results

Method 2: Through Productivity Reports

For comprehensive productivity analysis:

1. Navigate to Reports > By User > Productivity
2. Select your date range first
3. Look for the disabled user in the results
4. Click on their name to drill down into details
5. Export the detailed breakdown

Method 3: Using Export Functions

For maximum flexibility:

1. Go to Time Entries tab
2. Set filters for “All Timekeepers” and your date range
3. Export to Excel/CSV
4. Filter the spreadsheet for the specific timekeeper
5. Create custom analyses as needed

Specific Report Types Available

WIP, Billed, Collected Reports These reports maintain historical data for all users:

• Shows work in progress at time of departure
• Displays billed amounts for the period
• Tracks collections on their historical work
• Essential for final compensation calculations

Revenue Attribution Reports For partnership distributions or bonus calculations:

• Origination credits remain intact
• Responsible attorney allocations persist
• Working attorney percentages are preserved
• Historical splits are maintained accurately

Client and Matter Reports When reviewing specific engagements:

• All historical entries remain visible
• Time narratives are preserved
• Billing rates at the time are maintained
• Write-downs and adjustments are tracked

Best Practices for Managing Historical Data

Documentation Before Disabling

Before disabling a timekeeper:

1. Run a comprehensive activity report for their entire tenure
2. Document any pending time entries
3. Verify all expenses have been processed
4. Ensure all draft invoices are finalized
5. Note any special billing arrangements

Creating Archive Reports

Establish a routine for preserving departing employee data:

• Generate a final productivity report
• Export all time entries to Excel
• Document any write-downs or adjustments
• Save client-specific reports if needed
• Store in a secure, accessible location

Maintaining Report Accessibility

To ensure continued access:

• Keep a list of disabled users for reference
• Document the disable date for each user
• Maintain any special reporting requirements
• Note any client-specific considerations
• Create a retrieval procedure for historical data

Troubleshooting Access Issues

If you cannot see a disabled timekeeper in reports:

Check Permission Levels

• Verify you have appropriate reporting permissions
• Principal and Operator roles have full access
• Some roles may have restricted visibility
• Contact your system administrator if needed

Verify Filter Settings

• Ensure “Show Archived” or similar option is enabled
• Check that date ranges encompass the user’s active period
• Remove any conflicting filters
• Try accessing through different report types

Alternative Access Methods If standard reports don’t work:

• Contact LeanLaw support for assistance
• Request a data export for the specific timekeeper
• Use the Lean Insights custom reporting (if available)
• Consider QuickBooks reports as a backup source

Best Practices for Time Tracking and Reporting Excellence

To maximize the value of LeanLaw’s time tracking and reporting capabilities:

Daily Habits

• Enter time daily to maintain accuracy
• Review entries before leaving for the day
• Use descriptive narratives that add value
• Apply consistent formatting across the firm

Weekly Processes

• Review team time entries for completeness
• Address any anomalies or questions
• Verify client-matter assignments
• Ensure billing rates are accurate

Monthly Procedures

• Run productivity reports for all timekeepers
• Compare actual vs. target hours
• Review write-downs and adjustments
• Prepare for billing cycle requirements

Quarterly Reviews

• Analyze trending patterns in time entry
• Assess realization rates by timekeeper
• Review disabled user data requirements
• Update reporting procedures as needed

Conclusion

Mastering time tracking and reporting in LeanLaw requires understanding both the technical capabilities of the system and the practical workflows that ensure accuracy and completeness. From the fundamental task of entering time accurately to managing complex scenarios like multi-time zone operations and historical reporting on former employees, LeanLaw provides the tools necessary for comprehensive time and billing management.

The key to success lies in establishing clear procedures, maintaining consistent practices, and leveraging LeanLaw’s full feature set. Whether you’re adding a simple time entry, ensuring accuracy across global offices, or retrieving historical data for departed employees, the system’s architecture supports your firm’s needs while preserving data integrity.

Remember that time entries are not just billing records – they’re valuable data points that inform business decisions, support client relationships, and document your firm’s work product. By following the best practices outlined in this guide and taking advantage of LeanLaw’s robust reporting capabilities, your firm can maintain accurate records, ensure billing compliance, and gain insights that drive profitability and growth.

Regular training, consistent application of firm policies, and periodic reviews of your time tracking and reporting processes will ensure that your firm maximizes the value of its investment in LeanLaw while maintaining the highest standards of billing accuracy and client service.