now we will learn how to make time slips for associate lawyers this way we can track our
attorneys hours by client now you may well ask what is a time slip well it's a document that you
make to keep track of how much time each associate attorney worked on each client technically it is
not a transaction so be careful it will not show up in the journal because it's not a transaction
it's an event we document that will become a transaction after we place it on an invoice and
bill the client it has its own separate reports you can only find time slips you recorded on the
specific time related reports that we use there's no other way to find them so you may well ask what
information is on a time slip well of course we're going to put the date the person worked
the name of the person who worked you're going to put which job or which client the attorney
worked on but more importantly if you're going to mark this time slip as billable then you must put
a service item on the time slip if you're going to bill the client for this time time slips can
be for employees or for vendors an independent contractor is a vendor on the vendors list our
example will use independent contractors on the vendor list however you should know the
time slips can be used with employees and it can be used to determine time for employees
but that would only be possible if you purchased a payroll subscription so that's why in our eggs
sample will only use will only imagine or assume that our attorneys who work in our law firm are
independent contractors on the vendors list so let's first add the two-time related reports to
the icon bar so that when we make a timesheet we can know where to find them the first report is
the time by job detail and when we put it up we're going to modify it so that we can add some notes
so from the main menu we click banking excuse me we click reports and we click jobs time and
mileage and the first one is time by job detail time by job detail is that the one yep yes it is
now of course we push a for all but we have to modify this a bit it's better to add the column
for notes so we click customize report and tell QuickBooks scroll down a little and click notes
click OK and now an ad in this column because the notes in a time slip might be very important to
describe information about what happened in that time event you should also move the mouse here
to the three dots and click and drag and make the column wider and you should do that before you put
it in the icon bar in fact you could even change the name time by client detail time by client
okay click okay now that it looks the way we need it to look we click view ad time by job to the
icon bar and then in the label of the icon bar put time by client detail and click OK and now we can
click the icon bar and it will open immediately and look exactly the way we need it to look now
let's do the other report time by name from the main menu click reports jobs time and mileage
time by name of course we're going to push a for all and we'll put the from date and to date on
a case-by-case basis after we open it up but for now we click view an ad time by name to the icon
bar and click OK now we're all set up to start entering time slips now because we're not using
the payroll module let's add the to associate attorneys to the vendor list we will add Ben
the barrister and Lana the lawyer are you ready from the main menu click vendor vendor Center
then click new vendor new vendor Ben let's make a capital Ben the barrister and then we click OK
and then we can add new vendor lana the lawyer and then we click ok good now we have them on the list
and we're ready to enter our first time slip first we'll enter April 20 Lana did eight hours on the
Allen RB job and it's not billable because I want you to see the difference between billable and
non-billable in the reports so to enter the time slip we can click customer enter time time single
activity because a time slip is a no activity and we open it up and we just put the information we
go back to April 20 and we put who worked in this case Ben is was it Ben no it was Lana in this case
it was Lana and it was on the Allan or B job and remember we must put the service item that we did
now in our course we only have one service item that we list on an invoice legal services rendered
that's it and then we put the number of hours eight in the notes we can put anything that's
helpful Wow Allan is a difficult client you can put whatever you want whatever you need I'm just
putting it for example but we will not mark it as billable okay so if it's not marked as billable
we can just click actually if it's not marked as billable I recommend that you leave the service
item blank and then we just click Save and close and then ignore any spelling issues that we have
now you can see time by name has Lana and if we open up Lana you can see she worked on the Allen
job but if we do time by client you can see Alan has Lana as eight hours and you could even see the
notes that she wrote you can reopen the time slip by opening the report and double-clicking right
on the slip actually if you click here you get another one and then you can just double click
and then you go right back to the slip and you can change anything you need and you can go back to
the slip from either of the reports if we click here and here you go right back to the slip and
you can change it once you change in the results in the reports will change immediately now let's
record April 21 Ben did five hours for Betty Boop and in this case it's billable so we again
customers enter time single activity in this case it's April 21 okay in this case it was Ben who did
the work the customer was Betty Boop and because we are marking it as billable we must choose a
service item and of course in a real law firm you might have more than one service item because you
might want to track the separate services and your income separately but in our case there's
only one service item on the list so we put the item that he did and we put five hours and we
can put some notes that help us Betty is a good client whatever you want to put that relates to
this event in the notes when we click Save and close you can see time by client detail betty
has Ben's work we can stretch out the name of it Betty on the Allen job we had Lana on the Betty
job we had Ben and we have their notes and we have the date that they worked and the number of hours
that they worked and any other detail that they wish to record this one is not billable and this
one is on billed now of course you can go time by name and you can see you can see that Ben's total
time is only five Lana's total time is only eight but this report tells you what's unbilled and not
so let's just record two more to get the idea April 22 Lana did four hours for Betty Boop and
it is billable so what do we do we open the time slips again customers enter time single activity
in this case it was April 22 and the name of the worker was Lana and the name of the job she was
on this time was Betty and this time Betty's work is billable or Lana's work is billable to Betty so
we have to put the service item and we have to put some notes that describe it so that we can
uniquely identify it and the number of hours in this case was four okay save and close ignore all
the spelling issues and now time by client detail now look you can see if you look at time by client
you can see that these were the dates let's open up the name a little bit more here these were
the dates that the workers worked for Betty these were the lawyers that worked for Betty and these
are the number of hours they worked on those dates and you can see that it is billable to Betty and
we have not yet built it but if you look at time by name you can see Lana worked on two different
jobs and that's the total hours for ana and then only worked on one so now April 23rd Ben did six
hours for Alan and it's not billable so again we open up the time slip the way we did this date
was April 23rd the worker or the lawyer in this case was Ben the customer was Alan and we don't
have to put service item available because Alan's isn't billable so you just put six so you just put
six and then of course blah you know oops don't put an invalid character by accident and then you
know bla bla bla bla bla with the notes save and close ignore all yeah now time by client you can
see Alan had two workers working for him this week eight hours of Alana and six hours of Ben so the
total that Alan service that service that Alan got was fourteen hours but that's not billable we're
not gonna put that on an invoice but with Betty you can see that these two lawyers worked you can
see the dates that they worked how many hours they work specifically for Betty and that they
are billable and if it's time to pay the worker you go time by name and you could see you look
abed worked a total of 11 hours and here are the jobs he worked on and Betty worked a total of 12
on Scooby Lana worked a total of 12 hours and here's the job so these two reports break down
everything you need regarding time now on April 24th we build Betty only for Ben's time so how
does that work well it's very simple we open an invoice now we have to put the date April 24th
but now watch this at the moment we choose Betty aha this is a normal message if this doesn't come
up then you would have to click the add time and cost here but you don't have to click it because
as soon as we choose Betty this pops up do you want to select the outstanding billable time
click OK now we were here earlier with expenses and we come here for time and again we're only
billing for Ben's time today so we click here to select Ben the five hours that he did on April 21
we're asking Betty to pay on April 24th when we click ok ok click OK notice the item that was on
the time slip comes on to the invoice now all we have to do was put what we build for Ben in this
case 33 dollars an hour so he's getting a hunt we were asking Betty to pay a hundred and sixty-five
dollars so that's all you have to do and again if the name if when you choose the name if the time
doesn't pop up you click this and then you select it ok very good now when we click Save and close
click o remove this and then click Save and close ok no will apply the credits later now first let's
take a look by climate client in time by client you can see that this one was billed and this
one was not build so that's the difference in the report after you put it on a time slip and this
is the only way to tell what time was and was not built but the good news is this if you look
at the client bounce detail for Betty you could see there's another invoice for one hundred and
sixty-five dollars added to Betty's balance and of course the numbers in the trial balance change
accordingly we now have more honored legal fees because we just build Betty for the time that been
spent so just to finish the example let's imagine on April 25th we build Betty for Lana's time and
she gets paid or we bill her out at $44 an hour and we do the same thing we click well first let's
look at this report remember so far Lana's time is unbilled for Betty okay watch this we click
invoice and now again we're gonna put the 25th and we're going to put choose Betty ah-ha again
if this doesn't pop up just click this button here and it will pop up but it did so we click
OK and we just select the remaining time that's it click OK click OK and now it's on the invoice
remember she gets billed out at $44 an hour push tab so Lana now has to pay a hundred and seventy
six dollars for I mean excuse me Betty has to pay us a hundred seventy six dollars for the time that
Lana spent when we click Save and close all you gotta remember to remove this but when we click
Save and close and click ignore all okay now take a look both of these now say billed because we
now build the client for those specific time slips you could go back to it and it'll say billed right
on the slip and to make sure we know that it's billed when we click the client balance detail for
Betty we can see her balance has gone up for the invoice what we asked her to pay for Lana's hours