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Legal time tracking software for small law firms
Time tracking and WIP management for small law firms
Capture time accurately, review work in progress proactively, and give your billing team clean, reliable data before invoicing begins.
From time recorded to billing-ready WIP
From time recorded to billing-ready WIP
Most billing delays start with time recording problems: entries submitted late, rates applied inconsistently, and WIP reviewed only at month-end when it is too late to fix issues without write-downs. This time tracking and WIP management capability is designed to address those problems at the point they occur, not after the damage is done.
Time entries flow directly into WIP. WIP is reviewed before invoicing begins. Any issues — aged entries, incorrect rates, disputed items — are identified and resolved before they reach a draft invoice.
Multiple capture methods
Flexible time capture methods
Time can be recorded against matters in the way that suits each fee earner, while maintaining consistent downstream billing processing across the firm.
Start and end time
Record time by entering when work started and when it finished.
Duration-based entry
Enter the total time spent on a task directly.
Quantity and minute-based entry
Record time in minutes or standard units depending on your firm's billing convention.
Timer-based capture
Start a live timer when work begins and stop it when done.
AI-powered suggestions
Time entries suggested based on completed actions, including emails sent, documents drafted, and calls completed.
Sub-Matters
Create sub-matters within a parent matter to manage complex engagements with multiple workstreams or cost centres.
Billing policy enforcement
Configurable rounding and minimum billing units
Time rounding and minimum unit rules are fully configurable. Firms can enforce their own billing policy, for example, 6-minute or 10-minute minimum increments, without relying on fee earners to apply these rules manually. The system handles rounding automatically, ensuring time entries always align to the firm’s billing standards before they reach WIP.
Rate visibility
Rate transparency at time entry level
Both the headline (list) rate and the actual applied rate are retained at the time entry level. This means firms always have a clear record of the rate that was expected and the rate that was used, whether that is because of a client-specific arrangement, a matter-level agreement, or a work-type rate.
- Rates can be set at the fee earner, client, matter, or work type level.
- Override rates are recorded alongside the original list rate, providing full transparency.
- This supports accurate WIP valuation and downstream billing analysis.
- Partners and revenue teams can identify rate inconsistencies before they reach an invoice.
Governance & audit
Controlled editing and time entry locking
Time entries can be edited freely up to a defined point, supporting practical corrections by fee earners. Once a time entry is attached to a draft invoice, it is locked automatically, even if that invoice has not yet been posted. This prevents late changes from destabilizing billing and revenue figures.
- Configure how far back time entries can be changed using date-based rules.
- Entries lock automatically when included in a draft invoice.
- Posted time entries not yet included in an invoice can still be amended directly, without requiring correction entries.
- All changes to time entries are tracked via the Business Central change log, supporting audit and compliance requirements.
Proactive WIP oversight
WIP management and review
Work in progress is the gap between time recorded and revenue invoiced. Managing that gap proactively, rather than reviewing it only at month-end, reduces write-downs, shortens billing cycles, and gives partners and revenue teams earlier visibility of potential issues.
Entry-by-entry WIP review
Rather than relying on aggregated WIP totals, the system supports entry-by-entry review at matter level before billing begins. This allows billing teams and partners to see exactly what is ready to invoice and what needs attention.
- Review non-invoiced hours by timekeeper, matter, and period.
- Identify aged WIP — entries that have been sitting in WIP longer than expected.
- Flag incorrectly priced time entries before they reach an invoice.
- Identify entries that should be excluded, adjusted, or deferred from the current billing cycle.
WIP separation and revenue visibility
The system maintains a clear distinction between billable and non-billable work, and between invoiced and non-invoiced activity. This supports earlier financial review and gives partners visibility of revenue exposure before billing cycles begin.
- Separate views for billable, non-billable, invoiced, and non-invoiced work.
- Visibility of WIP build-up and revenue exposure before billing cycles close.
- Clear linkage between time entries, WIP, invoice drafts, and posted invoices.
System integration
How time and WIP connect to the rest of the system
Time entries flow into WIP, WIP is reviewed before invoicing, and approved invoices post to the general ledger – without any re-entry.
Matter budgets update in near real time as time is recorded, giving partners budget-versus-actuals visibility while work is ongoing.
WIP data feeds into operational dashboards and Power BI reporting, so billing performance is always visible at firm, practice area, and fee earner level.
Why it matters
Benefits for small law firms
Whether you are a small firm managing a growing caseload or a practice that has outgrown spreadsheets and shared inboxes, this legal matter management software gives your team a structured, visible way to manage every engagement from intake to close.
Fewer billable hours lost between work performed and time recorded.
Firm billing policy applied automatically; no reliance on fee earners to round correctly.
Rate inconsistencies identified before they reach an invoice.
Late write-downs reduced by addressing WIP issues proactively during the billing period.
Partners and finance teams have confidence in the link between effort, WIP, and expected revenue.
Billing teams spend less time on late corrections and more time on getting invoices out.
FAQs
Can fee earners track time from their phone?
Yes. The system is cloud-based and accessible via browser on any device. Fee earners can start a timer, record time entries, and review their WIP from a phone or tablet.
How does calendar time capture work?
The system imports calendar appointments from Outlook and suggests them as time entries, pre-populated with duration and description. The fee earner reviews and confirms before the entry is saved.
Can the system enforce minimum billing units?
Yes. Rounding rules and minimum unit increments are configurable at firm level and applied automatically to time entries, so billing policy is enforced without relying on individual fee earners.
What happens if a fee earner needs to correct a time entry after it has been invoiced?
Time entries included in a posted invoice cannot be amended directly. Adjustments are handled through the write-up or write-down process, which creates a transparent record of the difference between the expected value and the invoiced amount.