This guide provides a comprehensive overview of how to efficiently manage billing entries in CaseQube, covering time, expense, and fee entries. It streamlines the billing process by detailing each step, ensuring accurate invoicing and client management. By following this guide, users can enhance their billing accuracy and save time, ultimately improving their practice's financial health. It's an essential resource for legal professionals looking to optimize their billing practices.
1. ### Step 1:
- Log In
- Access LawAccounting/CaseQube using your secured credentials.
- Navigate to Matter Management
- Click the App Launcher (nine dot icon)
- Type Matter Management in the search bar
- Click the Matter/Client you want to bill
- Open the Billing Details Tab
- Click More tab to display the list of options
- Select Billing Details tab
- Choose New Billing Entry
- Click the plus icon and choose; New Expense Entry, New Time Entry or New Fee Entry
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2. Expense Entry In CaseQube
When entering a new expense in CaseQube, complete the following fields:
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Project: This will automatically populate with the name of the matter selected in the system.
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Amount: Enter the total amount associated with the new expense.
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Date: This field will automatically populate with today’s date. To change the date, click the calendar icon and select the appropriate date.
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Client: This will automatically populate with the client’s name associated with the selected matter.
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Billable Box: This option will automatically appear checked. Leave it checked if the expense is to be billed to the client. Uncheck it only if the expense should not be billed.
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Note: If necessary add a note about the expense entry
Save & View
- To Save: Click Confirm Entry Expense
- To View: Click Expense Tab
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3. Time Entry in CaseQube
When entering a new time entry in CaseQube, complete the following fields:
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Project: This will automatically populate with the name of the matter selected in the system.
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Description: Enter a clear and detailed description of the work performed. This description will appear on the client’s invoice.
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Date: This field will automatically populate with today’s date. To change the date, click the calendar icon and select the correct date.
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Duration: Enter the amount of time it took to complete the task. Be sure to enter time in the firm’s required format (for example, 0.1, 0.25, or hourly increments).
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Timekeeper: Select the timekeeper associated with the task. This ensures the correct individual is credited for the work performed and that the appropriate billing rate is applied.
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Rate: will automatically populate with rate of timekeeper selected. Confirm the correct rate is selected before saving the entry to ensure accurate invoicing.
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Client: This will automatically populate with the client’s name associated with the selected matter.
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Billable Box: This option will automatically appear checked. Leave it checked if the expense is to be billed to the client. Uncheck it only if the expense should not be billed.
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Amount Override: Option to manually enter in amount to charge
Save & View
- To Save: Click Confirm Time Entry
- To View: Click Time tab
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4. Fee entry in CaseQube:
When entering a new fee entry in CaseQube, complete the following fields:
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Project: This will automatically populate with the name of the matter selected in the system.
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Fee Type: Select the appropriate fee structure for the entry. Choose between:
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Flat Fee – A single set amount charged for the service.
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Fixed Fee – A predetermined total amount agreed upon for the matter or specific service.
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Amount: Enter the total amount associated with the new expense.
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Date: This field will automatically populate with today’s date. To change the date, click the calendar icon and select the appropriate date.
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Billable Box: This option will automatically appear checked. Leave it checked if the expense is to be billed to the client. Uncheck it only if the expense should not be billed.
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Client: This will automatically populate with the client’s name associated with the selected matter
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Fee Description: If necessary add a fee description here
Save & View
- To Save: Click Confirm Fee Entry
- To View: Click Fee Tab
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