Enter, modify, or delete a time or fixed fee entry

Learn how to enter, view, edit and delete time and fixed fee entries in Smokeball to keep track of billable and fixed work.

If you're on the Smokeball Prosper+ plan, consider using AutoTime to automatically generate time entries based on the user activities tracked in Smokeball.

AutoTime is also available as an add-on for the Smokeball Grow plan. If interested, please reach out to your Customer Success Manager to discuss further. 

Using the Smokeball Desktop App

Enter a time or fixed fee entry

1. Open an existing matter, then select the Time & Disbursements tab.
2. Select Time/Fee to open the Time/Fee entry window.
   
3. Enter the date, then indicate the type of entry in the Duration section:
   • Select Fixed to enter fixed fees. When you select this, enter the fixed amount in the Rate field.
     
   • Select Hrs to record time entries in hours.
     1. Record the time worked and time you intend to bill in the Working and Billing fields.
        • By default, the Working and Billing fields are the same number.
        • You can adjust Working hours in the draft invoice later.
     2. Enter the hourly rate amount in the Rate field.
     3. The Billing hours multiplied by the Rate amount will appear in the Total field, with GST added if applicable. 
        
   • Select Units to record custom time.
     1. Record the time worked and time you intend to bill in the Working and Billing fields.
        • By default, the Working and Billing fields are the same number.
        • You can adjust Working hours in the draft invoice later.
     2. Enter the unit rate amount in the Rate field.
        • By default, 1 unit is equivalent to 6 minutes. In the above example, 6 minutes is 10% of 1 hour (6 minutes out of 60 minutes). This means the Amount is 10% of the Rate.
        • Learn how to change unit increments to suit your firm's needs.
     3. The Billing hours multiplied by the Rate amount will appear in the Total field, with GST added if applicable. 
        
4. Select the Billable toggle if this entry is billable or select the Write Off toggle to write off the amount.
5. Enter a Subject and Description for the entry. These fields are optional but note they will show up in billing invoices.
   • Set up activity codes so you can use the Activity drop-down menu to fill in most of these fields automatically and save time.
6. Select Save to save the entry, or Save & New if you want to save the entry and create another.

Other ways to enter a time or fixed fee entry

You can also access the Time & Disbursements window from the Time & Disbursements tab on the Home screen. Any entries created here must be assigned to a matter before saving.

You can also create time and fixed fee entries from the bar at the top of the Time & Fees tab in a matter. 

Edit a time or fixed fee entry 

By clicking once onto any entry, you are able to review and edit it using the right-hand panel. 

Double-clicking onto any entries will open up a new window where you can also review and edit that entry. 

Delete a time or fixed fee entry

1. Open the relevant matter, then select the Time & Disbursements tab.
   
2. Select the Time & Fees tab.
   
3. Right-click the entry and select Delete Fee. 
   
4. Confirm the deletion when prompted. This removes the fee or activity entry from the matter. 
   Note: you cannot recover deleted time or fee entries that have not been linked to an invoice. 

Using the Smokeball Web App

Enter a time or fixed fee entry

1. Open a matter, then select the Time & Fees tab. 
   Select New Time Entry from the top-left corner of the Time & Fees table. This opens the New Time/Fee Entry window. 
   
2. Enter a Subject line. This field is mandatory and will appear in the invoice.
3. Enter the Date, then select the entry type in the Duration Type section. 
   • Select Fixed to enter fixed fees, then enter the fixed amount in the Rate field. 
     
   • Select Hrs to record time entries in hours.
     1. Record the time worked and time you intend to bill in the Working and Billing fields.
        • By default, the Working and Billing fields are the same number.
        • If needed, you can adjust Working hours in the draft invoice. 
     2. Enter the hourly rate amount in the Rate field.
     3. The Billing hours multiplied by the Rate amount will appear in the Total field, with GST added if applicable. 
        
   • Select Units to record custom time.
     1. Record the time worked and time you intend to bill in the Working and Billing fields.
        • By default, the Working and Billing fields are the same number.
        • If needed, you can adjust Working hours in the draft invoice. 
     2. Enter the unit rate amount in the Rate field.
        • By default, 1 unit is equivalent to 6 minutes. In the above example, 6 minutes is 10% of 1 hour (6 minutes out of 60 minutes). This means the Amount is 10% of the Rate.
        • Learn how to change unit increments to suit your firm's needs.
     3. The Billing hours multiplied by the Rate amount will appear in the Total field, with GST added if applicable. 
        
4. Select the Billable toggle if this entry is billable or select the Write Off toggle to write off the amount.
5. Enter a Description for the entry.
6. Select Save to save the entry, or Save & New if you want to save the entry and create another. 

Notes: 

• Some of the fields available to be filled out are optional but note that they will appear in invoices. 
• You can set up activity codes to fill in most of these fields automatically to save time. 

Other ways to enter a time or fixed fee entry

You can also access the Time/Fee Entry window by clicking the Create New button in the top-right corner of the Smokeball Web App home page and selecting Time Entry from the dropdown options. Any entries created here must be assigned to a matter before saving.

(Screenshot here – Bon to provide) 
 
You can also create time and fixed fee entries from the bar at the top of the Time & Fees tab in a matter.

Edit a time or fixed fee entry

From the Time & Fees tab, open the Time Entry Review panel on the right-hand side to edit an entry.
When the panel is open, it will open details for the first entry listed by default. To see details for other entries, click on any other entry in the list while the review panel is still open. 

If not using the Time Entry Review panel, you can also click on any entry listed to edit it in a separate window.

Notes:

• You can edit a time or fixed fee entry at any time before it's added to a finalised invoice.
• If an entry has already been added to a finalised invoice, follow the steps under Delete an entry from a finalised invoice to edit the invoice first. 

Delete a fee or activity entry

1. Open the relevant matter, then select the Time & Fees tab. 
   
2. Click the entry from the list and select Delete this fee.
   

Delete an entry from a finalised invoice

If the time or fee entry has been added to a finalised invoice, you'll need to complete a few extra steps to remove it. 

1. Open the relevant invoice in the Smokeball Web App.
   
2. Select Edit above the invoice preview. 
   
3. Select Edit This Invoice.
   
4. Locate the fee or activity entry under the invoice details.
5. Click the View icon to open the entry.
   
6. Select Delete this fee.
   
7. Preview the invoice to check all details are correct.
8. Finalise the invoice again to lock in the changes.

Helpful Tips

• If you do not have AutoTime enabled, use the Time Finder to convert activities into time entries. 
  Learn more about the Time Finder so you don't miss out on potential billable hours and profit. 
• The Subject field for Time & Fee entries is limited to 1,000 characters.