and now we will learn how attorneys will use timesheets to keep track of associate lawyers
hours for different clients now you may well ask what is a timesheet and the answer is it's exactly
the same thing as the time slip that we learned about in the previous video it's a document you
make to keep track of how much time each associate attorney worked on each client for the week it's
not a transaction it will not show up in the journal instead it's an event that we document
that will become a transaction after placing it on an invoice and it has its own separate
set of reports and those are the same reports as the time slips but then you may ask how do
you find a timesheet once you made the timesheet well there are two places one you can open up the
time slip for that session that happens to be on that sheet and let's take a look at how to do that
now in other words by making time slips in the previous video we actually made time sheets as
well we just didn't look at them if I open up time by client detail just like I did in the previous
video and I can see this was made during the week of April - where April 23rd some some time during
that week now if I double click the previous video showed we go back to the time slip that
I made but if you click here timesheet you'll get every time slip for that week or for that period
of time for that particular customer ok or client so in this case it was 6 hours on Tuesday the 23rd
it was for Allen RV and these were the notes and it was not billable so there was no service item
associated with it however you can see that if we had more hours on the same week for the same
worker for the we could and that worker been was on the same job we could just put it here
and we could see everything for the week including the notes and if he worked on a different client
sometime during the week you could put that in the second row so let's take a look at another
example if we double-click Lana for Betty you can see that this is the time slip that happened on
April 22nd for hours for Betty but if you click the time sheet you get the same exact thing all
the way down to the notes the difference with this one is that it was marked as billable so
that's what it looks like when you come back to it and there's a service item because you did mark it
as billable and you did put it on an invoice and again if she worked other days for Betty you could
put them here on the same time sheet and each one that you put each little square that you put once
you save it QuickBooks will generate a separate single activity time for each individual one that
you put in the sheet and it will associate it with that sheet you could also find the time sheet by
opening the timesheet window and searching both by week and by name because it's a combination of
both week and name that make one specific sheet so again you could do this customers enter time
use weekly timesheets now all I have to do is put the week of April 26 and choose the name then the
barrister and I get Ben's timesheet for that week I could change it to Lana the lawyer and I can
get Lana's time for that week and if I change the week to the prior week okay I can get the time for
that prior week for that worker for that job and that's how you find it and that's how you control
it now you'll see in our example how it slightly different from a time slip it can show several for
the week let's imagine April 29th Lana did seven hours on the Allen RV job and it was billable so
we can do this customers enter time use weekly timesheet now we said it was April 29th so you
have to go to the calendar here week of April 29th to May 5th actually we should probably yeah
I guess because it's part of that week so we have to do that so here's Monday the 29th and the name
of the worker the name of the associate attorney is Lana the lawyer and the job she worked on was
Allen RB okay now because it is billable we do have to put a service item that she rendered and
of course you could put whatever you want in the notes just to remind yourself of what happened but
it was Monday the 29th and it was seven hours and I'm gonna push tab and leave it marked as
billable because there's an item there now I'm not gonna save and close just yet because look
okay we will save and close because the next one is Ben but look when I click Save and close when
we look at client time my client detail it goes added to the same client regardless so here's a
different week Allen RB and this is Lana okay and this is legal services rendered for that week so
here's legal services rendered here there was no item assigned you know why because in the section
of Allen Allen goes from here to here and in the section of Allen of the time by client report the
top half is the billable and the bottom half is the ones where the time was assigned but was not
billable that's why it's up in this section but it's unbilled which means it's billable
and waiting to be billed and here all the notes so this report is great and if you go time by
name it's okay Lana has a few more hours a few more hours working for Allen Darby so here's
Lana oops Oh here's Lana and as a few more hours for Alan if I double-click and you can see that
these hours on the 20th for Alan were billable and these were not billable and that's how you control
that information so let's go to the next one oh sorry actually the next one was April 30th for
been six hours Betty Boop well let's use a time sheet we'll go like this customers enter time
used weekly timesheet okay and we said it was May 1 so if you click on the date it'll automatically
put the correct week then you choose the correct person and then the information says Betty Boop
six hours not billable so we choose Betty Boop and of course on the on May 1 this isn't what
is April May 1 no April 30 actually is April 30 April 30 it was six hours and we will remove you
must remove the billable checkmark because it's there by default and you can put whatever notes
you want but no service item because this one is not billable save and close and look at the report
and you can see same thing for Betty Boop here are the billable ones and that you can see they
were already billed and here are the non-billable ones no item assigned in the section of Betty so
we can go back here May 1 1 and did 5 hours for Betty Boop the client not billable so let's go
here customers enter time use weekly timesheets and we said that was May 1 5 hours Betty and Lana
so we go May 1 Juana is the associate attorney oh look at this Lana has hours during this week
already that means we can add the May 1 5 hours for Betty to Lana's timesheet May 1 5 hours and
it was Betty and remove the billable checkmark so you can see this is what a timesheet would look
like if you had sent out an associate attorney to several clients within one week each separate
event has to be on a separate row so that you can have separate notes and therefore have a separate
time slip and decide which particular events are or are not billable and then of course you click
Save and close and of course the Taavi reports change accordingly here and the reports change
accordingly here and you could double click and you can see how many hours for who and why etc
etc so now let's do the last one May 2 9 hours for Ben Allen billable so when we open up the weekly
timesheet okay it's May 2nd and it's for Ben aha now Ben already has hours during this week which
means the next event goes on the next row and we already said it was for Allen and it's nine hours
billables so we choose Allen and it's May 2nd right yeah May 2nd so you have to put it on a
different row 9 hours and it leave the billable check but remember if it's billable you have to
put a service item there good now save and close and our time by client detail looks the way we
need it to look and we can double click drill down and see any detail we need and our time
by name the same thing for Ben these are the hours he work for each client Falana these are the hours
she worked you can double click the summary and get the detail just for app just for Lana
where she worked on just Allen and each event you double click brings you back to the slip and from
the slip you can click and get the timesheet now let's round out this example by actually putting
it on an invoice and billing so let's imagine on May third we build Allen for only Ben's time well
we already week to click save them close here so we already remember how to open an invoice
how to put the proper date on the invoice choose Allen remember if this pops up it's not a mistake
it's a normal part of business if it doesn't pop up you can always click this button here
but we click OK and remember what are we doing in these instructions billing Allen for only Ben's
time so here's Ben's time for that week and we're going to click OK and then click OK now then we
bill been out at $33 an hour so Allen owes us two hundred and seventy nine dollars when we click now
remember this is when we click Save and close oh you gotta remember to uncheck this when we click
Save and close and we don't want to apply the credits now before we look at the balance let's
look at time by client you can see for Allen this for Ben has now been billed has now been billed so
of the two that had our billable this was unbilled and this is billed okay then when we opened the
client balance detail for Allen we can see his balance went up by the invoice that we just
sent we double click we see the invoice right here legal services rendered $33 an hour from
Ben there you go now the last one may 4th billed Allen for only Lana's time so we'll basically do
the same thing we open an invoice okay that was may the 4th be with you and now with a billing
Allen click ok this time it's only for Lana's time click OK click OK now we bill out Lana at $44 an
hour that's three hundred and eight dollars that going to be added to Alan's balance and the income
from legal services rendered goes up when we make the invoice not when we put it on a timesheet when
we make the invoice click Save and close ignore all the spelling issues no don't apply to the
credits now we come back here and we go to Lana okay look now they're both billed now all of the
time for Alan during that week has been billed and we look at Alan's balance and Alan's balance went
up on may the 4th by $308 because he had to pay for Lana's time as well and that's how you do it