Create, Edit and Write Off Time Entries
Overview
Time entries are used to record work performed against Matters for billing, reporting and productivity tracking.
Time entries can be:
- Timed or Itemised
- Billable or Non-Billable
- Pending or Finalised
- Written Off (where permitted)
Time entries can be created from either the Time menu or directly from a Matter.
Time Entry Workflow
A time entry moves through the following lifecycle.
| Status | Description |
|---|---|
| Pending | Saved but not finalised. Fully editable. |
| Finalised | Posted and available for billing and reporting. |
| Unfinalised | Returned to an editable state. |
| Written Off | Excluded from billing while remaining available for reporting and audit purposes. |
Time entries can be created from two locations.
Option 1 — Time Menu
Navigation to
Time → New Time Entry
| Field | Description |
|---|---|
| Matter | Select the Matter. |
| Date | Defaults to today but can be changed. |
| Activity | Determines the billing rate automatically. |
| Type | Select Timed or Itemised. |
| Units | Enter the recorded time. |
Narration
The narration:
- defaults from the selected Activity
- can be edited manually
- can be selected from Time Narration Templates
Workflow Options
| Option | Behaviour |
|---|---|
| Billable OFF | Records the entry as Non-Billable. |
| Finalise OFF | Saves the entry as Pending. |
Click Save or Save & Close
Option 2 – From a Matter
Navigate to
Matters → Open Matter
Click either:
- Time Item +
- New Time Entry
Complete the time entry
| Field | Behaviour |
|---|---|
| Matter | Automatically populated. |
| Activity | Applies the appropriate billing rate. |
| Date | Can be edited. |
| Units | Required. |
| Narration | Optional override. |
Workflow Options
| Option | Behaviour |
|---|---|
| Billable OFF | Records the entry as Non-Billable. |
| Finalise OFF | Saves the entry as Pending. |
Click Save or Save & Close.
Editing a Time Entry
Pending Time Entries
Pending entries remain fully editable.
Open the entry
Click:
ellipsis menu (far right of time entry) (...) →View
The following fields can be updated:
- Activity
- Time Entry Type
- Units
- Narration
- Billing Status
Choose either:
- Save as Pending
- Finalise
Then click:
- Save
- Save & Close
Finalised Time Entries
Finalised entries cannot be edited directly.
Step 1
Click:
ellipsis menu (far right of time entry) (...) → Unfinalise
Step 2
Open the entry using:
View
Make the required changes.
Step 3
Click:
Save & Close
Finalised entries must be unfinalised before they can be edited.
Write Off Time Entry
Time entries can be written off when they should no longer be billed.
Permission Required
Writing off time entries is only available to users with the Time Entries – Unrestricted permission.
Step 1
Click:
ellipsis menu (far right of time entry) (...) → Write Off
Step 2
Enter the required information.
| Field | Requirement |
|---|---|
| Write-off Date | Mandatory |
Step 3
Click:
Write Off
The time entry is marked as Written Off and is reflected in reporting.
The time entry is marked as written off and reflected in reporting.Reporting Behaviour
The time entry is marked as Written Off and is reflected in reporting.
Example:
| Item | Value |
|---|---|
| Entry Date | 26/08/2025 |
| Write-off Date | 17/10/2025 |
| Reporting Period | 01/09/2025 – 30/09/2025 |
Entry will still appear as written off in reporting.Key Behaviour Summary
| Area | Behaviour |
|---|---|
| Pending Entries | Fully editable. |
| Finalised Entries | Must be unfinalised before editing. |
| Written Off Entries | Removed from billing but retained for reporting. |
| Activity | Automatically determines the billing rate. |
| Narration | Defaults from the Activity but can be edited. |
| Save vs Finalise | Controls the workflow state of the entry. |
Best Practices
- Confirm the correct Matter before saving the time entry.
- Select the correct Activity to ensure the appropriate billing rate is applied.
- Save entries as Pending if further changes are required.
- Only Finalise entries once they are complete and accurate.
- Avoid repeatedly unfinalising entries unless necessary.
- Use clear, descriptive narrations for billing and audit purposes.
- Use narration templates where available to improve consistency.
- Mark internal or administrative work as Non-Billable where appropriate.
- Only write off time entries once the appropriate approval has been obtained.
- Remember that written-off entries remain visible in reporting.
- Ensure write-off dates align with internal accounting periods where required