Unbilled Time & Disbursements Reports

Learn how to use the Unbilled Time & Disbursements - Summary and the Unbilled Time & Disbursements - Details reports to identify billable and non-billable time entries that have not been finalised yet.

How to access these reports

These reports are located in the reporting suite of the Smokeball Web App.

You will need to navigate to the Reports menu tab in the Smokeball Web App and click to select the Unbilled Time & Disbursement report (Summary or Details) from the Choose a Report column.

Unbilled Time & Disbursements - Summary

The Unbilled Time & Disbursement – Summary report provides a summary of unbilled time, fees, and disbursements during a selected time period.

It allows you to focus in on the subtotal figures for each staff member during a specific time period, or run the report to see a split of the figures per client, matter or matter type. 

Filters

• The Report Period filter allows you to run the report for either all time or a custom range.
• The Date From and Date To filters allow you to choose a specific date range (these filters are ignored when the Report Period filter is set to All Time).
• The Run By and Subtotal By filters give you the ability to run and subtotal the report based on the following categories:
  • Practice Area
  • Matter Type
  • Person Responsible
  • Introducer
  • Timekeeper
  • Client
  • Matter
  • Billable? - will show you the totals for entries marked as Billable
• The option selected in the "Run By" filter will show as the first column in the report and will order the report alphabetically based on the selection made.
• The option selected in the "Subtotal By" filter will show as the second column in the report and will create subtotaled sections in the report based on the selection made for the "Run By" filter.
• The Show Percentage filter gives you the option to include a percentage column next to each value column (Hours % will be added next to Hours, Fees % will be added next to Fees, etc.). These percentage columns show how much of the total is comprised of the value on a particular row. For example, Timekeeper A’s 90 unbilled hours this month comprise 30% of all unbilled hours this month.

Important Notes

• Only includes Time, Fee, and Disbursement entries that are currently unbilled.
• The Date From and Date To filters are only applied to the Time, Fee, and Disbursement dates when the Report Period filter is set to Custom Range.

Unbilled Time & Disbursements - Details

The Unbilled Time & Disbursement – Details report also shows unbilled time, fee, and disbursement entries during a selected time period but includes a lot more detail compared to the Summary report to help you pinpoint the affected matters, type of work done, the cost of work done, staff responsible, and whether the entries may already be added to a draft invoice.

Included columns for the report:

• Date
• Matter
• Client
• Timekeeper
• Subject
• Description
• Entry type
• If the entry can be found on a draft invoice,
• If the entry is marked as billable
• If the entry has been written off
• Hours/quantity
• Rate
• Total (per entry and for all entries for the selected period)

Filters

• The Report Period filter allows you to run the report for either all time or a custom range.
• The Date From and Date To filters allow you to choose a specific date range (these filters are ignored when the Report Period filter is set to All Time).
• The Run By and Subtotal By filters give you the ability to run and subtotal the report by a number of different categories:
  • Practice Area
  • Matter Type
  • Person Responsible
  • Introducer
  • Timekeeper
  • Client
  • Matter
  • Entry Type
  • Billable?
• The Included Columns filter gives you the power to control which columns are included in the report. The following columns are not included by default but can be added via this filter: Matter Type, Matter Description, Person Responsible, Person Assisting, Introducer, Activity, Task, and Trust Balance.
• The Timekeeper, Person Responsible, and Introducer filters give you the option to limit the results to specific individuals. The report also has filters for Entry Type, Include Non-billable, Include GST, and Matter Status.
• The Client Search and Client filters allow you to run the report for a specific client. You can type the name of a client in the Client Search box, and then the Client filter dropdown list will be updated with a list of clients that match your search. Select a client from the dropdown then run the report to see results for that specific client.
• The Matter Search and Matter filters allow you to run the report for a specific client. You can type the name of a matter in the Matter Search box, and then the Matter filter dropdown list will be updated with a list of matters that match your search. Select a matter from the dropdown then run the report to see results for that specific matter.
• The Client and Matter filters are connected. If you select a client in the Client filter, the Matter filter will be updated to show all of that client’s matters.

Important Notes

• Only includes Time, Fee, and Disbursement entries that are currently unbilled.
• The Date From and Date To filters are only applied to the Time, Fee, and Disbursement dates when the Report Period filter is set to Custom Range.