The Daily Billing Workflow
1
Start Timer
⌘T when starting work
2
Describe Work
Add notes as you go
3
Stop & Save
⌘S to log entry
4
End of Day
Review unbilled time
5
Invoice
⌘I for quick invoice
Essential Shortcuts
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Quick Time Entry
⌘ T
-
Start/Stop Timer (highlighted timer)
Space
-
Create Invoice (from Matter)
⌘ I
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New Client
⌘ Shift N
-
Add New Matter
⌘ N
-
Quick Add Entries
⌥ S
-
Show Clients & Matters
⌥ 1
-
Show Launchpad
⌥ 2
Time Entry Best Practices
- Bill in real time. Start timer when you start work. Reconstruction is always worse.
- Be specific. "Research" vs "Research Smith v. Jones motion to dismiss re: statute of limitations"
- Use templates for common tasks. Save 30 seconds per entry.
- Round smart. 6-minute increments are standard. Smart Rounding makes this automatic while preserving your actual time spent. Use it.
- Tag for reports. Future you will thank present you.
Trust Accounting Rules
-
⚠️
Never commingle. Trust money stays in trust. Your fees go to operating.
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⚠️
Bill first, transfer second. Only move earned funds after invoicing.
-
⚠️
Reconcile monthly. Every dollar must be accounted for.
-
✓
Use ⌘⇧R to receive trust funds directly into client ledger.
-
✓
Run Trust Summary Report at month end to verify balances.
Invoicing That Gets Paid
- Invoice fast. Bill within 48 hours of work. Fresh work gets paid faster.
- Be clear. Clients shouldn't have to call to understand charges.
- Include due date. Net 15 or Net 30 — just be explicit.
- Use Batch Billing (⌘⇧I) for end-of-month efficiency.
- Follow up at Day 7, 21, 30. Don't let AR age silently.
Reports Every Firm Needs
- Unbilled Time — Run weekly. Don't let billable work slip.
- AR Aging — Who owes? How long? Act before 90 days.
- Trust Summary — Monthly for bar compliance.
- Productivity — Hours by timekeeper. Where's time going?
- Realization Rate — Are you collecting what you bill?