Timekeepers Page in CounselGO

Timekeepers are people from your firm who perform billable work or services for clients. You can add and manage timekeepers and their rates for use on invoices submitted to clients. Depending on your client agreement and their billing guidelines, your client may require that timekeeper rates first be submitted for review/approval before your firm can start submitting invoices against matters.

Not all firms and clients use the Timekeepers page. It may be optional depending on billing guidelines and should be confirmed directly with your client. If your firm only uses LEDES files, for example, you only need to add timekeepers via CounselGO if the rates must first be approved by the client. 

NOTE: For CounselGO billing, your firm must maintain a list of timekeepers specific to each client. There is not a master list of timekeepers that can be applied across all your clients.   

To view or add timekeepers, choose the client from your CounselGO list and then click on Timekeepers from the navigation bar on the left. 

The Timekeepers page is separated into two tabs:

• Submitted to Client: Displayed by default if your client requires that timekeeper rates be submitted via CounselGO for approval in SimpleLegal before invoices are accepted. 
• Law Firm Internal: If client approval is not required, this tab can be used to enter timekeeper rates if you need to manually build invoices in CounselGO and associate the timekeeper rates with individual line items. For additional information, click here.

ADDITIONAL NOTES & REMINDERS:

• Timekeeper rates submitted to clients do not automatically appear on the internal tab.
• You can have the same timekeepers with different rates between the client and internal tabs.
• Internal rates are primarily used if you need to build manual invoices in CounselGO and timekeeper rates do not need to be approved by customers.
• If your client does not require rate approval and your firm only uses LEDES for invoice submission, you do not need to submit rates or add internal rates via CounselGO. 
• Any rates submitted against a timekeeper ID prior to May 19, 2025 will be merged into a consolidated profile associated with that individual timekeeper's ID. 
• If a submitted rate is valid and the client only needs you to change the timekeeper's classification or other information, they no longer need to reject the rate to request this change. Instead, you can make the change from the timekeeper's profile at any time. 

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Submitted to Client

Use this tab to submit new timekeepers for approval, update existing timekeeper profile information, and/or add standard rates. You can do the following from this tab:

1. Add. Select whether to add new timekeeper profiles or new rates for existing timekeepers.
2. Download. Export the list of timekeepers as an Excel file for further review offline.
3. Rates. View all rate entries across timekeepers, including the status (default view).
4. Timekeepers. Switch to an alternative view that shows one row per timekeeper added to date, including the number of rates by status and the last modified date for each timekeeper. 
5. Filters. Quickly narrow the list based on criteria such as Status and Classification.
6. Search. Narrow the list by entering a first/last name or classification in the search field.
7. Actions Menu. Click on the ... (more) option for an individual timekeeper to select whether to view details, update the timekeeper's information, or add a new rate.  

IMPORTANT: Timekeeper information submitted to clients cannot be deleted. You can, however, edit the details as needed. Click here for more information.

Sorting & Filtering Timekeepers List

Click on a column name from the Rates or Timekeepers sub-tabs to re-sort the list view in ascending or descending order. Additionally, you can apply the filters above the list to further narrow results:

Filters applied under one sub-tab do not carry over to the next sub-tab. If you need to go back to the default view, click Reset to the right of the filters.

Rates Sub-Tab

The Rates sub-tab is the default view and is sorted by Effective Date in descending order (newest to oldest). See the table below for the information displayed for each row. A timekeeper appears more than once on the list if their rate has been updated (e.g., due to promotion or market increase).

ID	Identification entered for the timekeeper during initial profile creation. Must be unique for each timekeeper and cannot be modified. IDs are assigned by the firm and not automatically generated (typically numeric or alphanumeric).
First Name	First name entered for the timekeeper.
Last Name	Last name entered for the timekeeper.
Classification	Timekeeper role/title or level, such as Partner, Associate, or Paralegal.
Billed Rate	Hourly rate submitted to the client for approval.
Rack Rate	Official hourly rate for a timekeeper (greater than or equal to the Billed Rate). This information is optional and may be blank for some timekeepers.
Currency	3-character ISO code, such as USD, CAD, EUR, AUD, etc.
Status	Whether a timekeeper rate is Pending, Approved, or Rejected.
Effective Date	Date the rate goes into effect and is considered valid for use on invoice line items (if the rate is approved by the client).
Rejection Reason	Reason provided by the client for rejecting a timekeeper rate (optional). If applicable, hover over the comment icon to see the reason.
Reason for Request	Reason for submitting the rate request (optional). If applicable, hover over the comment icon to see the reason.
... (More)	Action menu displayed at the end of each row with the following options: View Details, Update Timekeeper, and Add Rate.

Timekeepers Sub-Tab

The Timekeepers sub-tab displays one row per timekeeper submitted to the client for approval and is sorted by Last Updated in descending order (most recent to oldest). See the table below for the information displayed for each timekeeper. 

ID	Identification entered for the timekeeper during initial profile creation. Must be unique for each timekeeper and cannot be modified. IDs are assigned by the firm and not automatically generated (typically numeric or alphanumeric).
First Name	First name entered for the timekeeper.
Last Name	Last name entered for the timekeeper.
Email	Email address entered for the timekeeper.
Classification	Timekeeper role/title or level, such as Partner, Associate, or Paralegal.
Pending Rates	Number of rates currently pending review by the client for the timekeeper.
Approved Rates	Number of rates previously approved by the client for the timekeeper.
Rejected Rates	Number of rates previously rejected by the client for the timekeeper.
Last Updated	Date the timekeeper's profile was most recently updated (e.g., most recent date a rate was added or the timekeeper's information was modified).
... (More)	Action menu displayed at the end of each row with the following options: View Details, Update Timekeeper, and Add Rate.

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Law Firm Internal

Use the Law Firm Internal tab to add timekeeper rates that can be associated with hourly line items on manual invoices created from CounselGO. This method is used when timekeeper rates do not need to be submitted to clients for approval. Click here for more details. 

REMINDER: If your client does not require rate approval and your firm only submits LEDES invoices, you do not need to add internal rates via CounselGO for invoice submission. 

1. New Timekeeper. Add a new timekeeper, including their name, rate, and classification, for use on manual invoices (i.e., non-LEDES files), if applicable. 
2. Search. Narrow the list by entering a first/last name or classification in the search field.
3. Filters. Quickly narrow the list based on criteria such as First Name and Classification.
4. Edit/Delete Timekeeper. Click on a row from the table to modify the details or hover over the row to select the delete option at the end of the row. 

NOTE: Deleting a timekeeper from this tab will not remove them from the Submitted to Client tab.

See the table below for the information displayed for each timekeeper. 

ID	Timekeeper identification (usually numeric or alphanumeric). The ID must be unique for each timekeeper added under Law Firm Internal.
First Name	First name entered for the timekeeper.
Last Name	Last name entered for the timekeeper.
Classification Label	Timekeeper role/title or level selected from the dropdown in the form (e.g., Partner, Associate, etc.).  NOTE: The classification options for internal timekeepers come from a pre-defined list and can be expanded. Click here for more information.
Rate	Hourly rate that can be associated with individual line items when building manual invoices via CounselGO.