Time Entries

Time entries are one of two types of billable or non-billable activities that form a bill. Expenses are the other type of activity. Time entries can be created separate from other Clio manage events, but you can also add time to other events in Clio Manage, such as documents, calendar events, tasks, and communications. Just click Add time beside each line item.

Add new time and flat rate entries

You can create a new time entry or flat rate entry in several places within Clio, making it a convenient way to keep on top of your time and expenses throughout the day. It can be done in the main Activities page in Clio Manage, the Activities page within a matter, and from the global Create new button on the top right of your Clio Manage screen.

1. You can access the modal to add a new time or fixed rate entry from various locations in Clio Manage:
   • Go to Activities, then click New time entry, or
   • from the Clio Manage header, click Create new, or
   • from a matter’s Dashboard subtab, click Add time.
2. Once in the modal, you can add the time or select an activity category, along with other details. Depending on how you navigated to the modal, some of the information may already be entered.
   • The Duration field allows for a number of different formats for entering time (e.g., 1h 12m, 1:12, 72min, 1.2h, and 01:12:00). Note that the duration you enter here may be adjusted according to your firm's time rounding settings.
   • The Date field will be prefilled with today's date, but you can select past, current, or future dates for activities in case you forgot to log a time entry or want to log an upcoming time entry.
   • For the Rate field, make you understand the Rate and Rate Hierarchies when entering details to understand which rate and currency will be used to calculate the time entry amount. Also note in particular the hierarchical position of the activity category in relation to the rates.
   • Optional: If you have grants enabled, you can choose a relevant grant to associate with the time entry.
   • Optional: If you enabled UTBMS codes, scroll past your custom activity categories to select the relevant UTBMS code category.
   • Optional: If you want to track non-billable time, check the Non-billable check box. When you do so, you can also choose whether to include the non-billable entry on a bill by checking Show the entry on the bill.
3. Click Save entry to save the entry and exit the modal. Alternatively, click Save and create another to save the entry and open a new time entry modal. Click Save and duplicate to save the time entry and create a new entry with the same information pre-populated.

Play and pause timer

You can use the timer in Clio Manage to easily and accurately capture time for time entries. The timer can be started from anywhere in Clio Manage, making it   a convenient and efficient way to stay on top of your activities. Click the clock beside the timer in the Clio Manage header to open the timekeeper. The timekeeper displays all time entries created that day. You can restart timers, edit entries, or create new time entries from one place and cycle through previous days by clicking the arrow buttons.

1. Click the play button in the Clio Manage header.
2. Click the pause button to stop the time. A new time entry modal will open where you can save your time entry.

Create non-billable time entries

By default, time entries marked as non-billable will not appear on a generated bill because they are set to $0. If you need to show a non-billable time entry on a bill, you can do so easily when creating the time entry. By showing non-billable time on a bill, you can bill more accurately for non-billable activities, report on non-billable time using the "matter productivity by user" report, and show your clients extra value invested in their case.

1. Create a new time entry or edit an existing time entry.
2. Check the box for Non-billable to not charge for the time entry.
   • When a time entry is marked as non-billable, the Discount box is greyed out and set to 0%. You can still choose to show or not show the entry on the bill.
3. Check the box for Show this entry on the bill to show the time entry on the bill at a $0 rate.
4. Complete the remaining details and then click Save entry.

Change contingency fee and flat rate non-billable time

When creating time entries for contingency fee and flat rate matters, all hourly and flat fee time entries will automatically default to non-billable time and will not appear on the bill invoice. You can also change this setting and choose to set time entries for these matters to billable time. Once changed, the hourly time entries for these matters will automatically have a $0.00 rate that you can update manually. Follow the steps below to change the default behaviour.

1. Go to Settings > Billing > Bill Settings.
2. Scroll down to Non-billable time.
3. Uncheck the box for Set hourly time entries on flat rate and contingency matters to non-billable by default.

Duplicate time entries

You can duplicate a time entry from the main Activities page in Clio Manage or from the Activities subtab within a matter. 

1. Go to Activities and find the time entry you want to duplicate.
2. Click the down arrow next to Edit and select Duplicate.
3. Make any necessary changes and then select Save entry.

Edit time entries

You can edit an unbilled time entry from the main Activities page in Clio Manage or from the Activities subtab within a matter. All users can edit time entries, but only administrators can edit time entries in bulk.

Delete time entries

You can delete an unbilled time entry from the main Activities page in Clio Manage or from the Activities subtab within a matter. All users can delete individual time entries, but only administrators can delete time entries in bulk.

You can track deleted time entries in the Recovery bin, from a matter’s timeline, and from the Firm Feed. Deleted items will remain in the Recovery Bin for six months in case they need to be re-added and billed to clients. It is possible to recover deleted items, but Clio does not guarantee that the lost data can be recovered. The best practice is to ensure the item is not needed before deleting it, with the recovery bin available as a failsafe.