The Timekeeper Productivity Report can show billed information, worked information, rates, and paid information.
To run the Timekeeper Productivity Report
A new Separate PDF for each Sort option has been added to the Sort tab of both Generate Statements (Statements | Generate Statements) and the Detail Work-in-Process Report (Reports | Work-In-Process | Detail Work-in-Process Report). When this option is selected, matters are grouped into separate PDFs based on the specified sort criteria. For example, if you choose to sort by primary timekeeper, all of the matters with timekeeper 1 assigned as their Primary Timekeeper will be included in a single PDF, timekeeper 2 in a separate PDF, etc. This feature is intended to help firms that distribute their pre-bills electronically by allowing them to send a single PDF to each timekeeper that only includes the matters that are relevant to that timekeeper.
Note: The Separate PDF for each Sort option only applies when you select DropBox or File (with a file type or PDF selected) as your output method.
You can apply a specific amount to one or more timekeepers using the Edit Payment Allocation option in the Payment window. Keep in mind that you cannot allocate more than is due to a specific timekeeper.
To specify payment allocation
The Convert to Fee Settings control the default values when you convert records to a fee, and can be customized.
To change the Default Timekeeper when converting emails to fees
The Fee Compensation Rules Report, like most reports, can be run for various ranges, including by Primary Timekeeper.
To run the Fee Compensation Rules Report for a specific Primary Timekeeper
When a timekeeper’s rate changes, it can be tricky to make sure that all fees are entered correctly before and after the change. Tabs3 takes the stress out by providing the ability to change rates automatically based on the date of the fee.
The Effective Date of New Rates field in the Timekeeper file can be used to automatically switch to a new rate as of a specific date. Fees dated prior to the specified date will use the previous rate, whereas fees dated on or after the specified date will use the new rate. The How Can I Change the Rate for Future Billing video walks you through this process and provides an example of how it works.
Watch this two-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos while in the software by selecting Help | Training Videos.
We recommend setting aside one timekeeper number for former employees. You can then renumber old timekeepers into the timekeeper you set aside. This merges all of the data into one single timekeeper and frees up timekeeper numbers for new employees.
Caution: It is important to back up your data prior to running this program. If this program is interrupted for any reason, it will be necessary to restore your data files and rerun this program. You will be given the opportunity to make a temporary backup immediately after selecting this program.
To renumber timekeepers
All of the transactions that were entered under the old timekeeper numbers will now be shown under the new timekeeper number.
In System Configuration, you can assign timekeepers to a User ID, thus restricting access to information for other timekeepers in Tabs3 Billing, PracticeMaster, and Tabs3 Connect. The “Insufficient Timekeeper Rights” message indicates that there is a result associated with a timekeeper for which the user does not have access rights. The result will be listed because it matched the search criteria, but the user cannot see any additional information unless they are assigned that timekeeper.
If this user needs to have rights to additional timekeepers, a user with Manager access rights must make the change.
To assign timekeepers to a user
Alternatively, if timekeeper restrictions are not needed, you can clear the Assign Tabs3/PracticeMaster Timekeepers check box.
The Recap of Hours Report includes each day’s total billable and non-billable hours worked for each selected timekeeper for the selected date range. You can optionally shade totals on the report if they are less than a specified number of hours.
To run the Recap of Hours Report
The timekeeper rates are different because the Statement Template being used has Calculated Rate selected for the Fee Recap’s rate. This means that the rate is being calculated as Amount/Hours = Rate for each timekeeper’s fees. This can result in odd amounts for rates if a write-up or write-down has been performed. However, you can change the Fee Recap to use the Transaction Rate instead of the Calculated Rate in order to show expected rates. Selecting the Transaction Rate option will show each rate that was entered for the fees on the statement instead of doing a calculation.
To change the Fee Recap to Transaction Rate
If you have the Platinum version of the Tabs3 Billing Software, the Accounts Receivable by Timekeeper Report is an additional accounts receivable report that can be run for specific working timekeepers.
To run the Accounts Receivable by Working Timekeeper Report
Version 19 has just improved how you look at your worked hours.
In both Tabs3 and PracticeMaster, a new graphical Recap of Hours replaces the Fee Recap window. The Recap of Hours has also been added to Tabs3 Connect. This window contains a graph, providing billable and non-billable hours and amounts at-a-glance, with the added ability to also see unprocessed time in PracticeMaster. By default, the bar graph will display the current week, and you can scroll forward and backward in time using the arrows at the top of the graph. Want to review and/or edit fees for a certain day? Simply click on the billable or non-billable time to open the Fee Recap Lookup window, where you can view the fee records or add new records on the fly! In PracticeMaster, click on the unprocessed time to open the Process Timer Records window so you can convert that time into billable fees.
The Recap of Hours can be accessed several ways.
To specify the Default Timekeeper, include a daily target comparison line, and, in PracticeMaster, to include unprocessed timer records, click the icon in the Recap of Hours window.
Although the Recap of Hours will always open to the Default Timekeeper selected, you can also select a timekeeper for the current session. You can even print the Recap of Hours graph by clicking the icon.
Reviewing your time has never been easier!
You can access the Fee Recap window from the Recap of Hours graph, which lists out all the transactions for a specific day.
In order to view the Fee Recap window, simply click on the graph’s representation of the day you want to view. A list of fees for that day will then be displayed. You can open any of the individual fee entries that have not already been final billed and updated by double-clicking them or selecting the one you want to edit and clicking the View button.
Note: The software will automatically display information for the timekeeper that’s selected in the Recap of Hours settings. However, this can be changed to display another timekeeper as necessary.
Did you know that you can set a timekeeper’s rate to change as of a specific date? This means that the software will automatically apply the correct rate based on the fee’s date, allowing you to continue entering time like normal. For example, let’s say you want to change a timekeeper’s rate from $250 to $275, effective on March 1st. In this scenario, any time entered with a date prior to March 1st will automatically use the $250 rate, and any time entered with a date of March 1st or later will automatically use the $275 rate. This helps make it easy to change rates and have them billed correctly.
To set the effective date for new timekeeper rates
Note: New rates can also be configured in Rate Tables by editing each table.
Security in a law firm is a top priority. In addition to many other security features, Tabs3 and PracticeMaster software provides the ability to limit a user’s access to specific timekeepers’ transactions via the Assign Tabs3/PracticeMaster Timekeepers function. Users who are assigned to timekeepers can only view transactions that have their assigned timekeepers specified as the working timekeeper. Additionally, certain reports will filter their results based on assigned timekeepers.
To assign timekeepers via System Configuration
For information on how this setting affects the Tabs3 and PracticeMaster software, Knowledge Base Article R11328, “Assigning Tabs3/PracticeMaster Timekeepers,” explains how assigning timekeepers works, provides a list of reports and tasks that are affected by this setting, and explains exactly how they will be affected.
Our Knowledge Base can be accessed 24 hours a day, 7 days a week, at support.Tabs3.com. You can also access our Knowledge Base while in the software by selecting Help | Internet Resources | Knowledge Base.
You can create WorkFlows so that each time you add a record to the Calendar with the Client ID field populated, the Primary Timekeeper’s name will be added to the beginning of the Description field.
To create a WorkFlow that adds the Primary Timekeeper’s name to the Description field
The difference between Timekeepers and Users is often confused. So what exactly is the distinction between how timekeepers and users are used in the software?
Users represent anyone who uses the software, or a resource that needs to be scheduled, such as a conference room. Timekeepers represent any person whose time is entered or billed, such as attorneys and paralegals.
You work with timekeepers and users every day, possibly in ways you don’t even realize. Let’s take a look at some different ways timekeepers and users are used in the software below.
Timekeepers can be used to:
Users can be used to:
Because there are such different uses for timekeepers and users, when, how, and why you should add or delete them vary. When adding or deleting timekeepers and users, keep the following in mind:
It is important to note that Tabs3 and Trust Accounting Software (TAS) are licensed by Timekeeper whereas PracticeMaster, General Ledger Software (GLS), and Accounts Payable Software (APS) are licensed by User. For more information on timekeeper and user limits, refer to Knowledge Base Article R10788, “Active User Limits.”
Not sure what your timekeeper or user login limits are? These can be found via Help | About. The Help | About window displays the Active User Limit in each of the programs. In Tabs3 Billing, you can also see the Maximum Timekeeper Limit, and in Trust Accounting you can see the Maximum Attorney Limit. For more information about what is contained in the Help | About window, refer to Knowledge Base Article R11655, “Information in the Help | About Window.”
Knowing the difference between timekeepers and users can help you know which settings may need to be changed when necessary, as well as when you should add or delete them, or update your license. For more information on timekeeper and users, refer to the Help by pressing F1 from any window.
It’s officially a new year! In the fuss of all your regular year-end tasks, don’t forget to review these sometimes overlooked items: Timekeeper Rates, Timekeeper Profitability Figures, Client and Task Based Billing Budgets, and General Ledger Budgets!
It’s a new year and you want to increase your timekeeper rates, but how can you make the change happen for all applicable timekeepers on a specific date?
Tabs3 Billing makes it easy to seamlessly update timekeeper rates. You can specify the new rates and the effective date for the change, and the software will then automatically use the new rates for any applicable fees saved for that date or later. Transactions entered for a prior date will use the old rates.
To easily determine current timekeeper rates, run the Timekeeper List (Reports | Miscellaneous | Timekeeper List).
To update rates and set an effective date for the new rates
Tip: Once you are certain fees will not be entered for dates prior to the new rates, use the Move Rates button in the Timekeeper file to easily move rates from the New Rate 1-6 fields to the Hourly Rate 1-6 fields.
If any time has already been entered with old timekeeper rates, and the transactions are still in work-in-process, you can use the Change WIP Transactions (Maintenance | Transaction Related | Change WIP Transactions) program to change transactions all at once. (Note: Because this program can make changes to a large number of transactions in the software at one time, we strongly recommend making a backup prior to using this program.)
If you run the Timekeeper Profitability Report, or you want to start, you may want to review and update the profitability figures (overhead) set up for each timekeeper. Firms typically will want to update a timekeeper’s overhead when their salary or benefits, such as insurance, change. These figures can be used by the Timekeeper Profitability Report to determine a timekeeper’s realized profit.
To easily determine current timekeeper overhead, run the Timekeeper List (Reports | Miscellaneous | Timekeeper List), making sure to select the Overhead Amounts check box.
To update a timekeeper’s overhead
Now that your firm’s timekeepers are squared away, you may want to reevaluate any budgets you currently have set up for your clients and adjust as necessary.
Setting up client budgets, and keeping them updated, helps ensure you are not spending more time than desired on a client’s matter. You can optionally select to display a warning when a fee or cost transaction is added if the budgeted hours or amount for the client has been exceeded.
To easily determine current budgets set up for each client, run the Client Budget Report (Reports | Management | Client Budget Report).
To update a client’s budget
Task Based Billing Budgets
Like client budgets, it is a good idea to review how much you have budgeted for task based billing clients’ activities and expenses. You can optionally display a budget exceeded warning when more than the amount entered for the phase or task is saved.
To easily determine current task based billing budgets for each client, run the Task Code Budget Report (Reports | Transactions | Task Code Budget Report).
To update a client’s task based billing budget
Budgets for your general ledger expense accounts are a must, and General Ledger Software (GLS) makes it easy to set up budgets for a new year!
To easily determine current budgets for each account, run the Budget Report (Reports | Budget Report).
To update budgets in GLS
It’s easy to overlook these periodic maintenance items. Be sure to schedule some time to make sure rates, overhead figures, and budgets are all current!
From time to time, you may need to reduce a client’s outstanding balance, but how can this be accomplished? The Tabs3 Billing Write Off Clients training video walks you through the process of writing off all or part of a client’s balance.
View this three-minute video here:
Training Videos can be accessed 24 hours a day, 7 days a week, at Tabs3.com/videos. You can also access Training Videos while in the software by selecting Help | Documentation and then clicking the See also link for Tabs3 and PracticeMaster Training Videos.