Set up activity codes for time, fee, and disbursement entries

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 the Smokeball Desktop App can be used and edited in the Smokeball Web App, and vice versa.
• There's no limit to the number of activity codes you can have in Smokeball.

Create an activity code in the Smokeball Desktop App

1. In Smokeball, select the Settings (gear) icon on the top-right corner to enter Smokeball Settings. 
2. Select Time & Billing from the left menu. 
3. Scroll down to the Activities section, then select Add. 
   
4. 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 an activity code in the Smokeball Web App

1. Select the Settings (gear) icon, then select Firm Settings. 
   
2. Select Time & Activities from the left menu. 
3. Under the Activities section, select Create an Activity. 
   
4. 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 

1. 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. 
2. Enter a code description in the Subject field. The description will be displayed on invoices you send to clients. 
3. Indicate if this fee activity is billable. 
4. 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. 
5. Select Create Activity.

Create a time entry code 

1. 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. 
2. Enter a code description in the Subject field. The description will be displayed on invoices you send to clients. 
3. Indicate if this fee activity is billable. 
4. Enter the duration of time in hours or units. 
   • Unit durations are set in Smokeball Settings. Learn how to view or change unit durations. 
5. 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. 
6. Select Create Activity.

Create a disbursement entry code 

1. 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.
2. Indicate if this fee activity is billable. 
3. Enter a code description in the Subject field. The description will be displayed on invoices you send to clients. 
4. 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. 
5. 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. 
6. 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.