Timekeepers are the people who perform the actions that will be invoiced. To begin, complete the timekeeper rate template (attached to this article or from within CounselGO.) Then, fill it out with your timekeeper details and submit it to your client.
This article walks you through all these instructions.
If the client has turned on the Timekeeper Rate feature in their SimpleLegal installation, they may require vendors to submit negotiated timekeeper rates for approval before your firm's invoices can be approved. Make sure to set up your timekeepers before attempting to submit invoices.
Also, in CounselGO, invoices with hourly rates may require timekeepers. Invoices created without a LEDES file require timekeepers - either approved by the client or in CounselGO as internal.
When creating an invoice without using a LEDES file, when there is an hourly line item, the list of timekeepers in the drop-down list includes all approved and pending timekeepers submitted to your client as well as any law firm internal timekeepers.
NOTE: The rates submitted to a client are not a replacement for timekeeper rates saved on the CounselGO tab called Law Firm Internal.
- To view and submit timekeepers, in CounselGO from the left navigation bar, click Timekeepers.
- Click the Submitted to Client tab.
- Click Download Template.
- Review any instructional text from the client.
The template file downloads to your computer.
When you open it, the file includes a row of column names and instructions.
- In the template, retain the top row of column headings.
- Delete the instructional text, rows 2 - 7.
- Beginning on row 2, provide the following details, one row per timekeeper.
IMPORTANT! If the same timekeeper works at two different rates, provide two entries - one for each rate.
Column Description Timekeeper ID Required - Unique ID; Text Format Timekeeper First Name Required Timekeeper Last Name Required Classification Optional - check with client if field is required Rate Required - Number Format, .00, no commas. This rate is the negotiated rate between the client and vendor for each timekeeper Rack Rate Number Format, .00, no commas. Optional - check with client if field is required. This rate is the official or advertised rate for the timekeeper. Currency
Required - 3 character code. Must follow the ISO Code Currency Standards (e.g. EUR, USD)
Here is a list of ISO 4217 currency codes. See "Active Codes"
Location Optional - check with client if field is required. Practice Group Optional - check with client if field is required. Your team may call this Practice Area or Matter Group Bar Year (or years experience for paralegals) Optional - check with client if field is required Race/Ethnicity May be requested by client for US vendors Veteran Status May be requested by client for US vendors May be requested by client for US vendors Gender May be requested by client for US vendors Effective Date Required - MM/DD/YYYY Format Reason for Request Optional. Max 250 characters
Here is an example completed timekeeper spreadsheet.
- Review your file.
- The header row (row 1) must be intact and unchanged.
- Remove any commas. Commas in the content will cause the upload to fail.
Once the client approves rates, your firm can submit invoices outlining the work of these timekeepers at these rates.
NOTE: When you select a timekeeper on an invoice this rate will populate automatically. But, you can edit the rate on an invoice line item.
- For more details about timekeepers, please see related article here.
Contact Us: Please contact email@example.com for any other questions. We are happy to help.