Outlook Calendar Events

After setting up your Outlook Calendar Integration, you can easily create, edit, delete, and convert calendar events to time entries directly from Bill4Time. While the integration is connected, any event created or updated in Outlook or Bill4Time will sync in real time between both calendars.

Creating a New Calendar Event

There are several ways to create a new calendar event in Bill4Time:

• Click the + NEW button in the upper right corner of the calendar.
• Click directly on a time slot in the daily, weekly, monthly or agenda calendar views.
• Click at the top of a calendar day in any calendar view.

Enter the event details (name, date, time, client, matter, attendees, notes, etc.) and click Save. The new event will appear in both your Bill4Time calendar and your connected Outlook calendar within a few seconds.

Viewing an Event

Click any event on the calendar to open the event preview. The preview displays the event's key details, including:

• Event title and date/time 
• Associated client and matter
• Attendees
• Notes (such as meeting type, conference links, etc.)

From the preview, you can take additional actions using the icons at the top of the modal.

Editing an Event

1. Click the event on the calendar to open the event preview.
2. Click the blue pencil (edit) icon.
3. Update any event details as needed.
4. Click Save.

Edits made in Bill4Time will sync automatically to your connected Outlook calendar, and edits made in Outlook will sync back to Bill4Time.

Deleting an Event

1. Click the event on the calendar to open the event preview.
2. Click the red trash (delete) icon.
3. Confirm the deletion when prompted.

The event will be removed from both your Bill4Time calendar and your connected Outlook calendar.

Converting an Event to a Time Entry

You can quickly turn a completed calendar event into a billable time entry without re-entering the details:

1. Click the event on the calendar to open the event preview or click the pencil icon to edit it.
2. Click the green clock (Convert to Time Entry) icon.
3. A New Time Entry window will open with key fields pre-filled from the event, including:
   • Client
   • Matter
   • Date of Work
   • Start Time and End Time
   • Labor Time (calculated from the event duration)
   • Private Description (populated from the event notes)
4. Review the entry and complete any remaining fields, such as Activity, Task Code, Rate, or Billable settings.
5. Click Save & Close to record the time entry.

The event remains on the calendar after being converted, so you have both the schedule history and the corresponding time entry.

Sync Behavior

While your Outlook calendar is connected to Bill4Time:

• New events created in Bill4Time appear in Outlook.
• New events created in Outlook appear in Bill4Time.
• Edits and deletions in either calendar are reflected in the other.

If you disconnect the integration, any events created during the connected state will no longer appear in your Bill4Time calendar. Outlook will continue to display those events. For more details, see Outlook Calendar Integration.

Tips

• Use the Convert to Time Entry icon to capture billable work directly from meetings you already scheduled in Outlook — no need to re-enter the client, matter, or duration.
• Add the client and matter when creating an event in Bill4Time so that converting it to a time entry later is one click.
• Keep notes detailed in the event so the populated Private Description on the time entry has the context your billing team needs.