Time Entry Import Guide

Importing your time entry data into Bill4Time is a simple and secure process. To ensure a smooth import, please follow the guidelines below. Your Customer Success Manager will provide you with a link to your Google Sheets template to complete.

Why Google Sheets?

We use Google Sheets for enhanced security and seamless collaboration. It allows for controlled access and real-time updates, ensuring your data remains safe during the import process.

Required Fields

To successfully import your time entries, ensure the following fields are completed:

• Client ID (From Previous Software): Providing the Client ID from your previous software allows Bill4Time to match these entries to the correct clients.

• Client Name: This must match the name of the client as it appears in Bill4Time.

• Project ID (From Previous Software): Helps ensure accurate data matching between your previous software and Bill4Time.

• Project Name: Must match the Project Name in Bill4Time.

• User: The name of the Bill4Time user.

• User ID: A required field that can be found in your User Management tab or by exporting users via Data Management.

• Billable Hours: Enter the number of hours the time entry reflects.

• Date of Work: The date when the work was completed, not the date of entry creation.

• Private Description: An internal description for time entries.

• Status: Select either Ready for Billing or Billing Complete.

• Billable: Set to True if the entry is billable and should appear on an invoice.

Optional Fields

If applicable, you may include these optional fields. If you do not want to include these columns, they can be deleted from the spreadsheet. 

• Public Description: This description will be visible on the invoice. If you'd like to use the private description, this column a can be removed from the spreadsheet. 

• Override Rate: This rate will override the user-level rate.

• Hourly: Indicate if the entry is hourly (True or False).

• Flat Fee: Indicate if the entry is a flat fee (True or False).

• Flat Fee Amount: Provide the flat fee amount.

• Exclude from Invoice: Mark True if the entry should not be added to an invoice.

• Litigation Code: Enter the appropriate litigation code if applicable.

• Activity Code: Provide the relevant activity code.

• Travel Time: Enter the travel time. If only some entries have travel time, those without out must reflect 0.00.

Tips for a Successful Import

• Ensure data is accurate and formatted correctly. Clean data leads to a faster import process.

• Verify all User IDs using your Bill4Time User Management tab.

• Confirm that all status fields are set correctly as Ready for Billing or Billing Complete.

• Double-check that Client and Project Names match exactly with those in Bill4Time.

• Provide only one Client Name and Project Name per entry.

• Enter billable hours accurately to ensure correct invoicing.

Important Note

You are the expert on your data. While we will assist in identifying potential issues, it is your responsibility to ensure the data is correctly formatted and ready for import.

If you have any questions or need further support, please reach out to your Customer Success Manager. We're here to help ensure a smooth transition into Bill4Time!