AutoTime uses all the powerful information captured by Activity to make billing easier than ever, by automatically creating time entries from tracked activities. It is especially helpful in calculating Time Based billing, or determining how much time was spent working on a Fixed Fee matter.
We recommend reviewing Activity Basics and AutoTime Basics prior to enabling and using this feature.
If you are unsure when it makes sense to turn on AutoTime, reach out to your Account Manager for the best practices on using this feature.
Turn on AutoTime
AutoTime needs to be enabled on a user-by-user basis.Â
- Select the gear icon in the top-right corner of the Smokeball desktop app to access Smokeball Settings.Â
- Select the Staff & Users tab, then double-click on the user's name to open their details.
- Select the Billing tab.
- Enter an Hourly Rate for the user, then tick Enable automatic creation of time entries.
- Select the appropriate AutoTime settings that you want for this user.
- Select Save.
AutoTime Settings explained
| Group activities as one time entry |
If selected, all activities for each matter will be grouped as a single entry under one subject line, e.g. Services provided on [date].
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| Send email when time entries are automatically created |
When selected, you will receive a daily AutoTime summary email listing all activities completed the previous day and created as time entries. This email is sent as soon as your AutoTime run finishes overnight, so it’s typically waiting in your inbox when you start work each morning. |
| Mark my time entries as billable |
When selected, all AutoTime entries will be marked as billable by default. Leave this setting unchecked for any staff whose time you do not bill. Note: This does not mean time entries are automatically invoiced – you will still have the opportunity to review entries before including them in invoices. This setting also does not override the Billing Type set at the matter level. For example, if a matter is set as Fixed Fee, Conditional Fee Agreement, or Not Billable, AutoTime entries will default to not billable, regardless of this setting. |
| Include Matter Administration activities |
Matter administration is automatically tracked by Activity Intelligence when any information is added or updated in matter details. Enable this setting if you want to include matter administration work as time entries for billing purposes. |
| Include Memo activities |
Enable this setting if you want to include time spent on Memos in AutoTime entries. Memos are a versatile feature that can be used for phone call notes, matter logs, etc. |
| Include Internal Messages |
Enable this setting if you want to include time spent sending messages to other staff members using the Messages feature as time entries. |
| Include Archie activities | When selected, time spent using Archie, the AI Assistant in a matter will be recorded as a time entry. |
| Group email-based time entries by subject line |
When selected, email activity for the matter will be grouped by email subject line for each day, e.g. 2 emails sent/reviewed regarding [Email Subject], and so on for each unique subject. When deselected, all email activity for the matter will be grouped as a single entry per day, e.g. 4 emails sent/reviewed. |
| Do not create time entries on Closed matters | Select this option to stop AutoTime entries from being created if the matter status is marked Closed. |
| Only create billable time entries on first email read |
This setting refines the creation of time entries for reading emails. With this setting enabled, time entries will only be created for the first time that you read an email. You can review this same email later for reference, without charging the client for the subsequent review. |
| Round Email time entries to: |
This setting allows you to specify the billing units that AutoTime should use for email-related time entries, if you want this to be different from the default units used for other time entries. |
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Turn off AutoTime
If you need to disable AutoTime for a user for any particular reason, navigate to Staff Member Details in Smokeball Settings. Select the Billing tab and untick Enable automatic creation of time entries.
Did You Know
- AutoTime entries can be edited and modified before sending an invoice to a client. These updates will not be reflected in Activity Intelligence, only in the time entry created by AutoTime.
- You can refresh the list of time entries at the bottom of the table.
- The duration of time entries is tracked in hours:minutes.
- Enabling AutoTime will remove the ability to use Time Finder.
- AutoTime entries are not automatically billed.