Use activity codes to save time entering time, fee, or cost recovery entries to any matter.
Activity codes consist of a maximum of 5 characters and are associated with a corresponding time, fee, or cost recovery 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 Native 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 Cost Recovery tab to create a cost recovery entry code.
Smokeball Web app
- Select the gear icon on the top-right corner, 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 Cost Recovery tab to create a cost recovery 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 Description field (Subject field in Smokeball Web App). 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 VAT. Tick Inclusive of VAT to indicate that the rate is the VAT inclusive figure. Tick VAT Exempt if your fee is exempt from VAT.
- Select Save (or Create Activity in Smokeball Web App).
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 Description field (Subject field in Smokeball Web App). 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 VAT. Tick Inclusive of VAT to indicate that the rate is the VAT inclusive figure. Tick VAT Exempt if your fee is exempt from VAT.
- Select Save (or Create Activity in Smokeball Web App).
Create a cost recovery 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, an disbursement code for sundries can be named SUNDR.
- Enter a code description in the Description field (Subject field in Smokeball Web App). 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 and a Quantity in the quantity section.
- By default, the amount entered in the rate section is exclusive of VAT. Tick Inclusive of VAT to indicate that the rate is the VAT-inclusive figure. Tick VAT Exempt if your fee is exempt from VAT.
- Select Save (or Create Activity in Smokeball Smokeball Web App)
Next Steps
Once you’ve set up your codes, learn how to apply them to time/fixed fee entries or cost recovery entries.