Guide to Getting Started with eBillity Time Tracker

To help you get started using Time Tracker Premium we have prepared step by step instructions on how to:

1. Customize settings

2. Track Time

3. Track Expenses

4. Create Invoices

5. Setup Online Payments

6. Run Business Reports

Step 1: Using the App for Time Tracking

Now that you have customized the app it is now time to start setting up your team, clients and projects and tracking time!

Add Clients
Add your clients to the client list.

Go to Clients > Add Client

While you’re adding clients, you can also assign projects and activities and billing rates. If you need to create more go to:

Projects > Add New Project

Add Time

Timesheets
The weekly timesheet allows you to enter time in blocks.

Go to Entries > Weekly Timesheets

Timers
You can run a timer both on desktop and through our mobile app.
On desktop you can start a timer two ways:

1. Go to Entries > Time, Expense & Notes > Track Time > Start

2. Click on ‘+Create’ and select ‘Time Entry’ from the drop down menu

You can then Stop or Pause the timer at any time. After stopping your timer, make sure that you click on Save.

If you don’t have concurrent timers enabled, you will need to pause one timer to start another. If you would like to run timers concurrently:

Go to Admin > Settings >Timer Settings > Time Options > Concurrent Timers > Enable > Save

Time Cards (On the Clock)

Go to Dashboard > On the Clock

If you want to switch from Timers to Time Cards

Go to Settings > Time Tracking Method > Click on Switch to Time Cards

Add additional team members
Invite your colleagues to track time and boost your company's profitability.

Go to Admin > Manage Users > Add User > Fill in Info > Save

Quick Tip
If you use a spreadsheet to track your team, clients, or projects you can import the file into Time Tracker in just a few clicks.

To import clients, you’ll need to visit the Client tab in the navigation menu and click blue link titled Import from CSV.

If you get stuck along the way contact us toll-free at 1.800.851.0992 or visit our online resources. Our support is always free!

Step 2: Customize your settings

Before you start to track time, here are some important settings you should customize.

Round billable time
You have the option to round the elapsed time from the built-in timer. The time will be rounded up to the next increment. For example: If you set the timer rounding to 6 minutes after 2 minutes elapses you will bill at 6 minutes, after 8 minutes elapses you will bill at 12 minutes etc.

Go to Admin > Settings >Timer Settings

Add different rates to activities
Set default hourly rates for each billable activity.

Go to Admin > Settings > Customize > Click on the + icon to add additional activities. You can click on the rates to edit activities and their corresponding rates.

Customize timers
Time Tracker’s flexible time tracking allows your team to track time with timesheets, timecards or timers, including multiple timers.

Timers / multi-timers
Multiple timers are ideal to capture utilization time on the days with constant interruption.

To run multiple concurrent timers:

Go to Admin > Timer Settings > Time Options > Concurrent Timers

Setup Reminders
Reduce your administration by creating auto alerts and reminders that are triggered based on rules you set. E.g. timesheet reminder email every Friday.

Go to Admin > Settings > Notifications

Quick Tip
If you need to assign someone else as an Admin from the navigation:

Go to Admin > Manage Users > Add User

If you get stuck along the way contact us toll-free at 1.800.851.0992 or visit our online resources. Our support is always free!

Step 3: Tracking Expenses

Now that you have started tracking time it is the perfect time to start getting rid of paper receipts and easily track client expenses within Time Tracker Premium.

Add receipts to Time Tracker Premium
Using your mobile device take a photo of your receipt. (If you haven’t downloaded the mobile app, now is a good time to do so go to the App Store, Google Play or Amazon Appstore.

Go to Create New > Expense Entry

Select the client you want to track the expense to and then the project. Under the expense description choose the expense and then type in the description. If the expense should include tax click on the yes tab under taxable and add the tax percentage. Click on the + sign to save the expense.

Add an expense to an invoice
If you want the expense to show up on the invoice, when adding a new expense select yes beside reimbursable. Add a copy of the expense receipt by clicking on the add file next to the attachment (If you didn’t already add them through the mobile app!).

Go to Entries > Time, Expense & Notes > Add Expense

If you get stuck along the way contact us toll-free at 1.800.851.0992 or visit our online resources. Our support is always free!

Step 4: Client Invoicing

Tracking time makes it easy to send out client invoices in only a few minutes. Ready to send your first invoice? Here’s how.

Note: In order to turn tracked time into invoices you need to upgrade to Time Tracker Premium

Create an Invoice

Select the client you want to invoice from the client dropdown
Select the payment terms from the payment terms dropdown (e.g. net 30 days)
Add a description in the description field
Select your time entries by selecting the project from the project dropdown, choose the date range and click on search
You can click on each time entry to make revisions if require
Once you are happy with the invoice, click Save Pre-Bill. The Pre-Bill is a chance to review the invoice before you send it. Notice a mistake? Just click on the line item and you can do in-line edits! Once it looks good click Finalize.
You can send your invoice by clicking on the box next to the invoice and clicking on email or print it out and mail it by clicking on print.

Go to Billing > Invoices > Add Invoice

Client Portal
Would you like to give access to your clients to view time and expenses, as well as be able to make payments or purchase pre-paid hours? To enable:

Go to Clients > Client List > Choose Client > Edit Client > Click on Grant this Contact Access to the Client Portal > Save

An email will then be sent to your client providing them with their login credentials.

Quick Tip
You can generate invoices and receive payments from your mobile device too!

If you get stuck along the way contact us toll-free at 1.800.851.0992 or visit our online resources. Our support is always free!

Step 5: Online Payments

Connect your Time Tracker Premium account with LawPay or Stripe and receive online payments instantly; payment links are added to your invoices automatically.

LawPay
You must have a LawPay account to allow Time Tracker Premium to accept payments on your behalf. If you don’t have a LawPay account, go here and complete the application (it may take up to 48 hours to process). Please note the currency you select in LawPay must be the same as your Time Tracker account to avoid payments being rejected.

*Time Tracker will waive the $20/month subscription fee, however credit card transaction fees will apply.

Go to Admin > Settings > Payment Gateway

To Integrate with Time Tracker Premium
Click on Connect with LawPay and Sign In. Once you sign in and go back to Time Tracker Premium you should see a Connected Successfully message at the top. Once this is complete all invoices sent to the client will have a Payment Process button at the top and will allow them to pay by credit card.

Go to Admin > Payment Gateway > LawPay

Take Credit Cards Over the Phone or In-Person with LawPay

Go to Billing > Client Payments > Payment Method > LawPay > Fill in Credit Card Info > Process Payment

Stripe
You must have a Stripe account to allow Time Tracker Premium to accept payments on your behalf. If you don’t have a Stripe account, go here and complete the application. Please note the currency you select in Stripe must be the same as your Time Tracker account to avoid payments being rejected.

*Credit card transaction fees will apply.

To Integrate with Time Tracker Premium
Click on Connect with Stripe and Sign In. Once you sign in and go back to Time Tracker Premium you should see a Connected Successfully message at the top. Once this is complete all invoices sent to the client will have a Payment Process button at the top and will allow them to pay by credit card.

Go to Admin > Payment Gateway > Stripe

If you get stuck along the way contact us toll-free at 1.800.851.0992 or visit our online resources. Our support is always free!

Step 6: Business Reports

Now that you have been tracking time and expenses you can make informed decisions in minutes with in-depth business reports. All reports are live and editable, reports can be exported into nine formats, and you can have reports sent automatically based on rules you create.

Running Reports
Would you like to automatically receive daily, weekly, monthly, or yearly customized reports via email? Or save specific filter combinations so you can quickly generate new reports? First, select the items you want reported then click Add Custom Report to set your delivery options.

Go to Home > Reports

Add Reports to Your Customizable Dashboard
Your Time Tracker dashboard is customizable; easily select and prioritize the information you see:

Click on the dashboard gear icon to configure your dashboard
To add a widget, click “+” in the right-hand column and to delete click on “x” and click save
Drag and drop widgets where you want them on your dashboard

Go to Home > Dashboard

If you get stuck along the way contact us toll-free at 1.800.851.0992 or visit our online resources. Our support is always free!