Use activity codes to save time entering time, fee, or disbursement entries to any matter.
Activity codes consist of a maximum of 5 characters and are associated with a corresponding time, fee, or disbursement entry. This automatically fills in the entry's relevant information.
- Codes created in one place can be used and edited in the other.
- You can create as many activity codes as you want.
Smokeball Desktop App
- In Smokeball, select the gear icon on the top-right corner to enter Smokeball Settings.
- Select Time & Billing from the left menu.
- Scroll down to the Activities section, then select Add.
- In the Activity Entry window, select the Fee tab to create a fixed fee entry code, the Time tab to create a time entry code, or the Disbursement tab to create a disbursement entry code.
Smokeball Web App
- Select the Settings icon, then select Firm Settings.
- Select Time & Activities from the left menu.
- Under the Activities section, select Create an Activity.
- In the Activity Entry window, select the Fee tab to create a fixed fee entry code, the Time tab to create a time entry code, or the Disbursement tab to create a disbursement entry code.
Create a fixed fee entry code
- Create a code of your choice and enter this in the Code field.
- The code can be made up of letters and numbers and can have up to 5 characters.
- For example, a purchase fee can be named PURCH.
- Enter a code description in the Subject field. The description will be displayed on invoices you send to clients.
- Indicate if this fee activity is billable.
- Enter the rate you charge in the Rate section.
- You can set it to apply to all staff or selected staff members only.
- By default, the amount entered in the rate section is exclusive of GST. Tick Inclusive of GST to indicate that the rate is the GST-inclusive figure. Tick GST Exempt if your fee is exempt from GST.
- Select Create Activity.
Create a time entry code
- Create a code of your choice and enter this in the Code field.
- The code can be made up of letters and numbers and can have up to 5 characters.
- For example, a court attendance time code can be named COURT.
- Enter a code description in the Subject field. The description will be displayed on invoices you send to clients.
- Indicate if this fee activity is billable.
- Enter the duration of time in hours or units.
- Unit durations are set in Smokeball Settings. Learn how to view or change unit durations.
- Indicate whether this time entry uses the default staff rate, or enter a new rate to override for all staff or some staff only.
- By default, the amount entered in the rate section is exclusive of GST. Tick Inclusive of GST to indicate that the rate is the GST-inclusive figure. Tick GST Exempt if your fee is exempt from GST.
- Select Create Activity.
Create a disbursement entry code
- Create a code of your choice and enter this in the Code field.
- The code can be made up of letters and numbers and can have up to 5 characters.
- For example, a disbursement code for sundries can be named SUNDR.
- Indicate if this fee activity is billable.
- Enter a code description in the Subject field. The description will be displayed on invoices you send to clients.
- Indicate whether this is a hard cost or a soft cost.
- Hard costs are costs paid directly to the supplier, e.g. search fees.
- Soft costs are costs that your firm can choose to pass to the client, e.g. costs of printer paper and ink.
- Enter the rate you charge in the Rate section and a Quantity in the quantity section.
- By default, the amount entered in the rate section is exclusive of GST. Tick Inclusive of GST to indicate that the rate is the GST-inclusive figure. Tick GST Exempt if your fee is exempt from GST.
- Select Create Activity.
Next Steps
Once you’ve set up your codes, learn how to apply them to time/fixed fee entries or disbursement entries.