Master LeanLaw Time Billing: Convert, Control & Configure Time Entry Settings

Managing the distinction between billable and non-billable time is fundamental to law firm profitability. Every minute tracked incorrectly can impact your bottom line, client relationships, and financial reporting. Whether you need to retroactively adjust billing status, control timekeeper permissions, or streamline your data entry process, understanding how LeanLaw handles these critical functions will help you maintain accurate records and maximize revenue realization. Let’s explore three essential questions that firms frequently encounter when managing billable and non-billable time.

How Can I Change Time Entries from Non-Billable to Billable?

The need to change time entries between billable and non-billable status is a common scenario in law firms. Perhaps a client’s budget was approved after work began, a pro bono matter converted to paid representation, or an administrative task became client-specific. LeanLaw provides multiple pathways to make these adjustments, ensuring flexibility while maintaining data integrity.

Understanding Default Billing Status

Before diving into changes, it’s important to understand how LeanLaw assigns billing status by default:

Matter Type Determines Default Status

• Hourly Matters: Time entries default to billable
• Contingency Matters: Time entries default to non-billable
• Fixed Fee Matters: Time varies based on your tracking preferences
• Pro Bono Matters: Time entries default to non-billable
• Internal Matters: Time entries are always non-billable

This automatic assignment streamlines data entry but isn’t immutable – you can override these defaults as needed.

Method 1: Individual Time Entry Adjustment

For changing specific time entries, the most direct approach is through the Time Entries page:

1. Navigate to Time Entries
   • Click the Time Entries tab in your main navigation
   • Use filters to locate the specific entries needing adjustment
2. Edit the Entry
   • Click on the time entry you want to modify
   • The Edit Entry panel opens on the left side
   • Locate the “Billable” checkbox
3. Toggle Billing Status
   • Check the box to make the entry billable
   • Uncheck it to make it non-billable
   • Click “Save Changes” at the bottom of the panel

This method works well for adjusting individual entries or small batches where precision is important.

Method 2: Bulk Adjustments During Invoice Creation

When preparing invoices, you can adjust billing status for multiple entries simultaneously:

In the Ready to Bill Stage

1. Navigate to Billing > Ready to Bill
2. Select the client and matter
3. Review the time entries listed
4. Check or uncheck the billable box for each entry
5. Proceed with invoice creation

Using the Clear Function For matters where you need to mark all time as non-billable:

1. Open the matter in Ready to Bill
2. Click the “Clear” button
3. Choose “Adjust Down to Zero”
4. This marks all billable time as non-billable and archives it

⚠️ Important Warning: The Clear function is permanent. Once you mark entries as billed using this method, the action cannot be undone. Use this feature carefully and only when you’re certain the time should not be billed.

Method 3: Invoice Draft Adjustments

Even after creating a draft invoice, you can still modify billing status:

1. Access Draft Invoices
   • Go to Billing > Drafts
   • Select the invoice containing the entries
2. Modify Individual Lines
   • Click on any time entry line
   • In the Edit Line Item window, toggle the billable status
   • Save your changes
3. Include Non-Billable Items
   • Click “Configure Formatting” in the draft
   • Enable “Combine billable and non-billable”
   • This displays non-billable time on the invoice for transparency

Mobile App Adjustments

For timekeepers working remotely or on-the-go:

• Open the LeanLaw mobile app
• Navigate to Time Entry
• Press the entry you want to edit
• Toggle the “Billable” switch (green = billable)
• Press “Save” to confirm changes

Best Practices for Status Changes

Document Your Reasoning When changing billing status, use the Internal Notes feature to document why the change was made. This creates an audit trail for:

• Client billing disputes
• Internal reviews
• Compliance requirements

Timing Considerations

• Make changes before month-end closing when possible
• Adjust entries before they appear on draft invoices
• Communicate changes to billing staff immediately

Review Before Finalizing

• Run a productivity report to verify changes
• Check that realization rates reflect adjustments
• Ensure client billing guidelines are followed

Is There a Way to Turn Off the Ability of Timekeepers from Changing the Billing Type When Making a Time Entry?

Controlling who can modify billing status is crucial for maintaining billing integrity and preventing revenue leakage. While junior associates or paralegals need to track their time, you may not want them making billing decisions. LeanLaw’s robust permission system allows precise control over these capabilities.

Understanding User Roles and Permissions

LeanLaw provides predefined user roles with different access levels:

Standard Role Hierarchy

• Principal: Full access to all billing functions
• Attorney: Access to matters they’re involved with
• Operator: Administrative access without matter responsibility
• Accountant: Financial access without time entry
• Paralegal: Limited access to assigned matters
• Time Keeper: Basic time entry only
• Time Keeper+: Can enter time for others

By default, most roles can modify billing status on their own time entries. However, this can be customized.

Configuring User Permissions (LeanLaw Pro Feature)

For firms with LeanLaw Pro, granular permission control is available:

1. Access User Permissions
   • Click the gear icon (⚙️) in the top right
   • Navigate to Firm Setup > User Permissions
   • View the permission matrix
2. Locate Billing Permissions
   • Find the row for “Time Entry Billing Status”
   • Review which roles currently have this permission
   • Note the intersection of roles and capabilities
3. Modify Permissions
   • Uncheck boxes to remove billing status change ability
   • Leave checked for roles that should retain control
   • Click “Save Settings” to apply changes
4. Set Role-Specific Restrictions
   • Time Keepers: Remove ability to change billing type
   • Paralegals: Potentially restrict based on firm policy
   • Attorneys: Usually retain full control
   • Principals: Always maintain override capability

Alternative Control Methods

If you don’t have LeanLaw Pro or need additional controls:

Matter-Level Settings Configure billing types at the matter level to minimize incorrect entries:

1. Set appropriate matter billing type (hourly, contingency, etc.)
2. This determines default billing status
3. Reduces the need for manual changes

Workflow Controls Implement review stages in your billing workflow:

1. Enable Draft and Review stages
2. Assign reviewers to verify billing status
3. Lock invoices at the Approved stage
4. Only designated reviewers can make changes

Training and Policies Sometimes the best control is clear communication:

• Establish written policies on billing status
• Train timekeepers on when entries should be billable
• Create a approval process for status changes
• Regular audits to ensure compliance

Implementing a Restricted Permission Structure

Here’s a recommended permission structure for firms wanting tight control:

For Time-Entry Staff (Paralegals, Junior Associates)

• ✅ Create time entries
• ✅ Edit own time descriptions
• ✅ View own productivity
• ❌ Change billing status
• ❌ Modify rates
• ❌ Access billing reports

For Senior Associates

• ✅ All time entry functions
• ✅ Change billing status on own time
• ✅ View matter-level reports
• ❌ Modify others’ entries
• ❌ Approve invoices

For Billing Managers

• ✅ Modify all time entries
• ✅ Change any billing status
• ✅ Access all reports
• ✅ Manage invoice workflow
• ❌ Delete historical data

Monitoring and Compliance

Even with restrictions in place, monitoring is essential:

Regular Audits

• Weekly review of billing status changes
• Monthly productivity reports by timekeeper
• Quarterly analysis of write-offs and adjustments

Exception Reporting

• Track when non-billable time exceeds thresholds
• Monitor matters with unusual billing patterns
• Flag timekeepers with high non-billable percentages

Communication Protocols

• Require justification for status changes
• Email notifications for billing modifications
• Regular training on billing guidelines

How Do I Switch the Billing Entries Back So It Lists the Clients Instead of Me Having to Search for Them When Entering My Time?

The client selection interface during time entry can significantly impact efficiency. If timekeepers must search for clients rather than selecting from a dropdown list, it can slow down the time entry process and increase the likelihood of errors. This issue often relates to user permissions, matter associations, or system settings.

Understanding Client Visibility Settings

LeanLaw determines which clients appear in your selection list based on several factors:

User Association Methods

1. Include on All Matters: A user setting that provides visibility to all firm clients
2. Matter-Specific Assignment: Users only see clients where they’re assigned to matters
3. Responsible Attorney: Visibility based on matter responsibility
4. Originating Attorney: Access to clients you’ve brought to the firm

Restoring the Client Dropdown List

If you’re experiencing search-only functionality, here’s how to restore the dropdown:

Step 1: Check User Settings

1. Navigate to User Management
   • Click the gear icon (⚙️)
   • Go to Firm Setup > Users
   • Click on the affected user
2. Review Key Settings
   • Check “Include on all matters” checkbox
   • If unchecked, the user only sees assigned matters
   • For broad access, enable this setting
   • Click “Save” to apply changes

Step 2: Verify Matter Associations

If “Include on all matters” isn’t appropriate:

1. Review Matter Assignments
   • Go to each relevant matter
   • Check the Billing & Rates tab
   • Verify the user is listed as:
     • Responsible Attorney
     • Originating Attorney
     • Or specifically assigned to the matter
2. Add User to Matters
   • Click “Add User” in the matter settings
   • Select the timekeeper
   • Define their role on the matter
   • Save the changes

Step 3: Optimize the Time Entry Interface

LeanLaw offers different time entry views that may affect client selection:

Classic View Setup

1. Go to Time Entries page
2. Look for view options (Classic vs. Insight)
3. Select Classic View for traditional dropdowns
4. This often provides better list functionality

Filter Configuration

1. Check your default filters
2. Clear any restrictive client filters
3. Set “Show Matters Involving” to your username
4. This ensures you see all relevant clients

Bulk Entry Optimization

For users who frequently enter time for the same clients:

Using the Bulk Entry Feature

1. Navigate to Time Entries
2. Click “Create Entry”
3. After entering the first entry, the client/matter persists
4. This eliminates repeated searching

Adding Favorite Matters While LeanLaw doesn’t have a formal “favorites” feature, you can:

1. Use the Recent Matters list for quick access
2. Keep frequently used matters in Ready to Bill status
3. Create a personal naming convention for quick searches

System-Wide Solutions

For firm-wide improvements to client selection:

Review Client and Matter Structure

• Consolidate duplicate clients
• Ensure consistent naming conventions
• Archive inactive matters to reduce clutter
• Maintain clean client database

Implement Client ID System

1. Go to Settings > Client and Matter IDs
2. Enable automatic numbering
3. This creates predictable patterns for searching
4. Users can search by ID instead of name

Training and Best Practices

• Train users on efficient search techniques
• Use partial name searches when full dropdown isn’t available
• Leverage the matter ID for quick access
• Create cheat sheets for common clients

Troubleshooting Persistent Issues

If dropdown lists still aren’t appearing:

Browser and Cache Issues

1. Clear browser cache and cookies
2. Try a different browser
3. Disable browser extensions temporarily
4. Ensure JavaScript is enabled

Permission Conflicts

• Verify no conflicting permission settings
• Check if recent updates changed access
• Review any custom permission configurations
• Contact your system administrator

Database Optimization For large firms with many clients:

• Consider archiving old clients
• Limit active matter display
• Use pagination settings if available
• Regular database maintenance

Creating an Efficient Time Entry Workflow

Regardless of the selection method, optimize your workflow:

Daily Time Entry Routine

1. Start with the Time Entries page
2. Use filters to show your recent entries
3. Copy previous entries when applicable
4. Modify details as needed
5. Save in batches for efficiency

Mobile App Alternative When desktop entry is cumbersome:

• Use the mobile app for quick entries
• Sync automatically with the main system
• Often has streamlined client selection
• Particularly useful for capturing time immediately

Best Practices for Billable and Non-Billable Time Management

To maximize the effectiveness of your time tracking:

Establish Clear Policies

• Document what constitutes billable vs. non-billable time
• Create matter-type guidelines
• Define client-specific requirements
• Communicate policies regularly

Implement Regular Reviews

• Daily: Timekeepers review their own entries
• Weekly: Supervisors audit billing status
• Monthly: Billing team validates all entries
• Quarterly: Management reviews realization rates

Leverage Reporting Tools

• Use Productivity reports to track billable percentages
• Monitor write-downs and adjustments
• Analyze patterns by timekeeper
• Identify training opportunities

Maintain System Hygiene

• Regular permission audits
• Clean client and matter lists
• Archive inactive records
• Update user associations promptly

Conclusion

Effective management of billable and non-billable time in LeanLaw requires understanding both the technical capabilities and the business processes that support accurate time tracking. Whether you’re adjusting individual entries, controlling user permissions, or optimizing the data entry interface, LeanLaw provides the flexibility needed to meet your firm’s specific requirements.

The key to success lies in balancing control with efficiency. While it’s important to maintain billing integrity through permission restrictions and review processes, you also need to ensure that timekeepers can enter their time quickly and accurately. By implementing the strategies outlined in this guide, you can create a time tracking system that maximizes billable capture while minimizing administrative burden.

Remember that these features work best when combined with clear policies, regular training, and consistent monitoring. Take time to evaluate your current processes, identify pain points, and implement solutions incrementally. With proper configuration and management, LeanLaw’s billable and non-billable time handling capabilities will help your firm improve realization rates, maintain client satisfaction, and increase profitability.