Track multiple time entries: 5 legal software tools

Key takeaways for how to track multiple time entries in legal software

• Configure concurrent timers to automatically pause the current task when a new one starts, a feature TimeSolv offers to manage multiple active matters simultaneously TimeSolv.
• Utilize multiple timer capabilities in PracticePanther, which the company notes makes using its Timer easier for handling various tasks at once PracticePanther.
• Rely on Smokeball’s AutoTime to reduce the time spent tracking hours contemporaneously or returning to remember completed work Smokeball.
• Set hourly rates for yourself and all other users in PracticePanther to facilitate comparing time entries across users and matters PracticePanther.
• Generate invoices directly from tracked time entries in PracticePanther, which supports creating convenient entries and tracking time from any device PracticePanther.

Track multiple time entries using concurrent timers and auto-capture features

Manual entry errors often occur when attorneys switch between clients or tasks without pausing the previous timer. To reduce these errors, firms can adopt platforms that support concurrent timers and automated capture. TimeSolv provides a specific mechanism for this, where the system runs multiple timers at once and automatically pauses the current one when a new task starts, according to TimeSolv. This automatic pause feature removes the need for manual intervention when switching tasks, ensuring that time is attributed to the correct activity.

PracticePanther also addresses the complexity of managing multiple tasks by simplifying the timer interface. The platform states that using the PracticePanther Timer just got easier with multiple timers, according to PracticePanther. This capability allows users to track time on different matters simultaneously. By leveraging these automated features, law firm managers can ensure that billable hours are captured accurately across multiple tasks and clients.

The core of accurate time tracking lies in configuring these settings correctly. Firms should verify that their chosen platform supports the specific workflow of switching between tasks. TimeSolv’s automatic pause function is a key setting to check, as it directly impacts the accuracy of time entries when tasks overlap. Similarly, PracticePanther’s multiple timer feature is a critical component for firms that handle concurrent matters. Configuring these tools properly helps prevent the common issue of lost or misattributed billable hours.

Time tracking capabilities across five platforms

The table below summarizes the documented time tracking capabilities for each platform. Each row lists the specific feature or design statement from the publisher's documentation.

According to Smokeball, AutoTime is designed to reduce the time spent on manual tracking. According to MyCase, the software allows users to send invoices directly and track payment statuses. According to TimeSolv, users can run multiple timers simultaneously with automatic pausing. According to PracticePanther, the timer feature includes support for multiple timers. According to Bill4Time, the platform is designed for law firms of all sizes.

How to configure simultaneous timers for different matters

Set up your time capture to handle overlapping tasks without manual switching. The core mechanism involves running more than one timer concurrently so that billable time is attributed to the correct matter or task at any given moment.

This behavior means that when an attorney begins work on a second matter, the first timer stops recording time automatically. You do not need to manually stop the first timer before starting the second. The system handles the transition between active tasks by pausing the previous entry. This setup reduces the risk of double-counting time or losing track of which task was active during a specific period.

PracticePanther also supports multiple timers, making the use of the PracticePanther Timer easier with multiple timers, according to PracticePanther. The platform provides a mechanism for managing these concurrent entries. When you add notes to the timer in PracticePanther, this is what will appear on the description in the time entry, according to PracticePanther. This direct link between timer notes and entry descriptions helps maintain context for each time segment. You can attach specific details to each running timer so that the resulting time entry reflects the precise nature of the work performed.

To configure these settings for your firm, start by identifying your most active matters. For TimeSolv, check the documented automatic pause behavior so that switching tasks does not require manual intervention. For PracticePanther, verify that your team is using the multiple timer function rather than stopping and starting single timers. Add descriptive notes to each timer as you begin work on a new task. This ensures that the description field in the time entry captures the relevant context immediately.

Check that your team understands how notes on the timer translate to the time entry description in PracticePanther. Clear notes prevent ambiguity when reviewing entries later. In TimeSolv, confirm that the automatic pause function is working as expected when starting new tasks. These configurations ensure that your time tracking reflects actual work performed on each matter.

Managing automated time entries and email tracking rules

Automated time capture reduces the need to track hours contemporaneously or recall tasks later. According to Smokeball, AutoTime will help you spend less time tracking time contemporaneously or returning to remember everything you did. This automation relies on data gathered from user activity. According to Smokeball, AutoTime uses all the potent information captured by Activity to make billing easier than it ever has.

Email tracking is a specific component of this automated system, but its behavior is not uniform across all email clients. According to Smokeball, Smokeball tracks time spent reading emails a little differently depending on which version of Outlook you're using. This variation means that the specific mechanics of how email time is calculated can shift based on the installed software version. Consequently, firms using different Outlook versions may see distinct patterns in how email-related time is logged.

When these automated entries are generated, they follow a specific formatting structure for email-based tasks. According to Smokeball, the entry format includes "2 emails sent/reviewed regarding [Email Subject], and so on for each unique subject." This structure groups emails by their subject line, creating a consolidated entry rather than logging each individual email as a separate line item.

According to Smokeball, Smokeball will send you a summary email of the latest AutoTime entries that have been created. This summary serves as a notification mechanism, allowing attorneys to see what has been logged without manually checking the time entry list for every automated addition. The summary email aggregates the recent automated activity into a single communication.

Configuring these rules requires attention to the specific Outlook environment. Since the tracking method varies by version, verify which Outlook version is installed on each workstation to understand how email time will be captured. Review the summary emails regularly to confirm that the automated entries align with the actual work performed. Edit captured entries before billing if the automatic capture does not match your firm's billing standards for email review.

Reviewing and editing pending entries before invoicing

Before sending a bill, verify that every recorded hour matches the actual work performed. Different platforms handle this review stage with distinct workflows, ranging from real-time editing of automated logs to bulk selection tools for manual corrections.

Smokeball provides a specific mechanism for handling entries generated by its AutoTime feature. According to Smokeball, all AutoTime entries can be edited in real-time as pending entries or prior to creating an invoice on the Time & Expenses page. This allows you to adjust descriptions or durations immediately after the automatic capture occurs, ensuring the data is accurate before it moves to the billing stage. You should check this page regularly to catch any misattributed activities while they are still in a pending state.

MyCase approaches the review process by focusing on daily summaries of activity. According to MyCase, you can receive an itemized list of all common billable activities you have performed in MyCase for a given day. This list allows you to easily create time entries for any overlooked actions. Use this daily review to ensure that routine tasks, such as drafting or client calls, are not missed in your final time report. This workflow is particularly useful for capturing work that may not have been explicitly timed during the day.

PracticePanther offers multiple methods for managing entries, including both individual and bulk editing options. According to PracticePanther, you can select the items you want to edit by toggling their buttons to "Yes." This bulk editing feature is efficient when you need to make similar changes across multiple entries. Additionally, according to PracticePanther, you can set an hourly rate for yourself as well as all other users, create convenient time entries, track time from any device, generate invoices, and compare time entries across users and matters. This comparison capability helps identify discrepancies in how different attorneys log similar tasks.

For creating new entries during the review process, PracticePanther provides a straightforward interface. According to PracticePanther, you can click "+New" towards the top of the page and select "Time Entry." This allows you to add missing data directly within the review workflow. Furthermore, according to PracticePanther, you can use the built-in timer to track time with your client, or manually input the amount of time spent with your client. This flexibility ensures that if you discover a gap in your records, you can either start a timer for ongoing work or enter past data manually.

Review your current time tracking settings to ensure that automatic pauses work as expected for your most active matters.

Billing link and manual entry options

The final setting in your checklist connects captured hours to the invoicing process. MyCase allows you to send invoices directly from the legal software and keep track of monthly billing and payment statuses, according to MyCase. When you configure your firm’s workflow, verify that the billing interface pulls the latest approved time data so that client statements reflect accurate, current figures.

For firms that rely heavily on manual entry or specific time capture methods, Bill4Time provides a platform designed for law firms of all sizes, according to Bill4Time. The tool was founded in 2006, with input from actual law firms and consultants, according to Bill4Time. This background suggests a focus on practical, firm-specific needs rather than a one-size-fits-all approach. When using manual entry options, ensure that each time entry includes a clear description and is linked to the correct matter to maintain accurate billing records.

To integrate these options into your daily routine, start by confirming that your time tracking software syncs correctly with your invoicing module. If you use MyCase, review the monthly billing and payment statuses it tracks. If you use Bill4Time, review manual entries before generating invoices. This alignment reduces the risk of billing errors and ensures that your firm captures all billable hours accurately.

For additional guidance on managing invoice terms and payment schedules, see Deposits and partial payments in 5 invoice tools and Invoice payment schedules: 4 tools for due date setup. These resources can help you align your time tracking efforts with your firm’s broader billing strategy.

Today, open one recent time entry and check that its description matches the work it records.

FAQ: How to track multiple time entries in legal software

Can I run multiple timers at once in TimeSolv?

Yes, TimeSolv allows you to run multiple timers at once. The system automatically pauses the current one when a new task starts, according to TimeSolv.

Can I review AutoTime entries before they are invoiced?

Yes, AutoTime entries can be edited as pending entries or before an invoice is created, on the Time & Expenses page, according to Smokeball.

How does PracticePanther handle notes on multiple timers?

PracticePanther links timer notes directly to the entry description.

Does AutoTime create an entry for every activity?

No, AutoTime does not add every tracked Activity as a time entry, according to Smokeball.

Can I compare time entries across users in PracticePanther?

Yes, PracticePanther supports comparative analysis of time data. You can compare time entries across users and matters, according to PracticePanther.