New! Time and Expense Experience

Introduction to the Time and Expense Grid

The new Time and Expense Tab in Bill4Time is designed to provide users with enhanced flexibility, faster data entry, and improved tracking of billable hours and expenses. This walkthrough will guide you through the layout, key features, and how to use the grid effectively.

Navigating the Grid

Accessing the Grid:

1. Log in to Bill4Time.
2. Click on the Time & Expenses tab from the main navigation bar.
3. Change to the Modern View using the toggle to the right of the main header.

Sub-tab Layout Overview:

• All - This view will show all time and expense entries in one grid.
• Time - This will filter the grid to time entries only.
• Expenses - This will filter the grid to expense entries only.
• Calendar - The Time Entry Calendar View allows you to easily track and manage your logged hours in a monthly format.
  • The calendar displays one user’s time entries at a time, and if you have the necessary permissions, you can switch between users to view their entries.
  • To add a new time entry, simply click on a date in the calendar—the system will automatically open a new time entry form with the date pre-filled for quick entry.
  • Use the date or the arrow controls to navigate between different months and review past or upcoming time entries.

Using Filters and Sorting

Applying Filters:

Filters help narrow down your entries based on specific criteria. The grid will automatically refresh to show filtered results.

• Date: Show entries within the selected date range
• User: Show entries for selected user(s)
• Client: Show entries for a specific client
• Matter/Project: Show entries for specific matter(s)/project(s)
• Billing Status: Show entries with a specific billing status
  • Ready for Billing: Entry is available to be invoiced
  • Ready for Summary: Entry is available to be approved for invoicing
  • Billing Complete: Entry is included on finalized invoice
  • Pending Matter Close: Entry will not be billed until the Matter status is set to closed

By default, the grid will be automatically filtered to show entries for you, the logged in user, for the current week date range.

Search:

• Use the convenient Search bar to quickly search for entries.  You can enter any text related to the entry's description, client or matter names and Ids.

Customizing the Grid

Adding/Removing Columns:

1. Click the Columns button at the top right.
2. Check or uncheck columns to display or hide them.

Reordering Columns:

• Drag and drop columns by selecting the column header to reorder their position on the grid.

Resizing Columns:

• Hover over the edge of a column header until the resize cursor appears, then drag to adjust the width.

Sorting the Grid:

• Click on any column header to sort entries in ascending or descending order.
  • A small arrow will indicate the current sorting direction.

Your grid preferences - column selection, ordering and widths will be retained for future use.

Grid Actions

Viewing and Editing Entries

• Select a row in the grid to view and/or edit the specific time or expense entry.  Clicking on the row will open the edit time entry or expense window.
• If many entries are presented use the page navigation at the bottom of the grid to move from page to page or to change the number of entries displayed on each page.

New Entries

• Use the + buttons at the top of the view to add new time and expense entries.

Exporting Grid Data

• Choosing the Export action will export all data shown on the grid to Microsoft Excel.