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Law firm time tracking where every matter carries its own hours
In a law firm the time record is not administration around the work; it is the work, expressed in a form that can be billed. Time that was not recorded cannot be charged, and time recorded too vaguely produces a bill the client will not accept. Both failures happen at the moment of entry, not at the moment of billing.
Recording while it happens
A day consists of short blocks: a telephone call, an email, half an hour in a draft. Reconstructed on Friday, a predictable share of them is simply lost. It is not the large items that go missing but the many small ones, and together those make up a substantial part of the week.
The pattern is consistent: the later in the week time is written down, the smaller the total it comes to. Not because anyone is careless, but because a day remembered afterwards is always tidier than the day that was worked.
Under time tracking an entry is therefore short — matter, type of work, duration, an optional narrative. Those who work from a diary can have appointments offered as draft entries and confirm them in one action.
Keeping client, matter and phase apart
One client can hold several matters, and a matter can run through several phases. When those layers blur, there is no way afterwards to say where the time went.
time against the client, the matter and the type of work
billable and non-billable recorded separately
disbursements and costs on the same matter as the hours
a rate per fee earner or per matter
a period that cannot quietly change once approved
That last one matters more in a firm with several fee earners than it sounds. Without locking, a recorded period stays editable indefinitely, and a bill is then not a snapshot but a moving target.
Agree the increment before you start
Whether the firm records in six-minute units or rounds to the quarter hour is a decision worth making deliberately and early. It shapes the whole billing practice, and changing it later leaves old and new matters that cannot sensibly be compared.
The same goes for the narrative. A line reading ‘attendances’ helps nobody; a line naming the document drafted or the party spoken to removes the query before it is raised.
Who records and who checks
In a small practice the fee earner records and nobody checks. Past a certain size that stops holding, and someone — a practice manager, a partner for their own team — needs a view of what has been recorded before bills are drawn. Deciding who that is early prevents the familiar month-end scramble.
Bills the client can follow
Most billing disputes are about substantiation rather than amount. With invoicing the specification is drawn from the recorded time, so the description on the bill is the description on the matter.
Firms rarely bill one way only. The invoice scenarios hold a fixed fee for a defined matter, an hourly rate for the rest, and a retainer for ongoing advice, on a single bill per client where that is the arrangement.
Defined-scope work at a fixed fee is now common. It only works if somebody can see the consumption during the matter. Budget monitoring holds a limit per matter in hours or money and signals before it is reached.
Start with the matters currently open rather than the archive, let everyone record for a fortnight, and only then look at rates and budgets. The full edition can be evaluated for two months on your own matter structure.
AT A GLANCE
Manage your time tracking efficiently and without errors
Clear time tracking is indispensable for every business. It provides insight into the performance of employees, the progress of projects and the total costs. With our software you easily keep an overview, prevent errors and save time. That way your records are always up to date and reliable.
Whether you work with permanent employees, freelancers or temporary staff: everyone can easily record their hours worked. The user-friendly interface and mobile app make it possible to log hours anywhere, both in the office and on the go. That way you always have current and correct data for invoicing and planning.
In addition to time tracking, you can also keep track of leave, sickness and other absences. Reports give a clear overview of the available capacity per week, month or project. That way you keep a grip on your organisation, avoid surprises and ensure an efficient use of time and staff.
Record your employees' hours accurately and effortlessly — per project, client or internal task. TimeWriter always gives you real-time insight into the hours worked, so you know exactly what time is being spent on. That way you prevent budget overruns and always invoice in full.
Track time quickly and without errors
With TimeWriter you track time in the way that suits you: automatically between two points in time or manually as a total. That way you record the time spent per task quickly and without errors — and you get the management information to structurally improve your planning.
Mobile and flexible working
With the TimeWriter app, employees log their hours anytime, anywhere — at home, in the office or on the go. All data is synchronised in real time, so as a manager you have immediate access to current and reliable hour data. No delays, no manual transfers, no errors.
Calculate and analyse hours
Want to know how much time a project really costs and what the return is? TimeWriter automatically calculates the hours spent per project — including the correct conversion of hours and minutes. That way you always have a grip on your project profitability and can adjust before it is too late.
Overviews per month and per project
TimeWriter gives you immediate insight into hours worked — per project, per employee or per month. See at a glance how many hours have been spent and how many are still available within your budget or planning. That way you monitor your capacity proactively and prevent costly overruns.
Keep professional time records
The system is ideal for time tracking within any organisation. Whether you have a small team or a large business: our solution makes tracking hours easy and reliable.
Example: a 40-hour working week
Does your team work a standard 40 hours per week? With TimeWriter you see exactly how those hours are distributed across projects, tasks and departments — accurate to the minute. No more unexplained hours, no more discussions about how time is spent. Just full transparency and a grip on your organisation.
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