Are you a legal professional looking to streamline your client management process? Timeslips, a leading legal accounting software, offers a robust feature set that includes the ability to easily enter and manage client information. In this tutorial, we will guide you through the step-by-step process of entering a new client into Timeslips, ensuring that you can efficiently capture and organize essential client data.
Timeslips provides a user-friendly interface that simplifies the process of adding new clients. By following our clear instructions, you can quickly create client records, including details such as contact information, billing preferences, and matter assignments. We will cover the essential fields and settings, ensuring that your client database is comprehensive and accurate. Whether you are just starting with Timeslips or looking to improve your data management practices, this tutorial will provide you with the knowledge and skills necessary to effectively enter and manage your clients.
Moreover, entering a new client in Timeslips not only improves your data management but also lays the foundation for efficient billing and matter tracking. With accurate and up-to-date client information, you can generate invoices, track client balances, and manage client communications seamlessly. By following the steps outlined in this tutorial, you will gain a thorough understanding of Timeslips’ client management capabilities and unlock the potential for enhanced productivity and profitability in your legal practice.
Creating a New Client Record
To create a new client record in Timeslips, you will need to follow these steps:
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Access the Timeslips interface and navigate to Menu.
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Select the option for “Clients.”
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Locate the “New” button, typically situated at the top left corner, and click on it.
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Enter the relevant client information into the designated fields.
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If required, click on “Save” to create the new client record.
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The newly created client will now be visible in the Timeslips interface.
When entering a new client record, it is important to provide accurate and complete information, such as the client’s name, address, phone number, and contact person.
The “Additional Information” section allows you to add extra details about the client, such as their website, email address, or any other relevant information.
By following these steps, you can efficiently create new client records in Timeslips and manage client-related information effectively.
Entering Client Information
To create a new client in Timeslips, follow these steps:
- Click on “Clients” from the top menu.
- Select “New Client.” A new window will open.
- Enter the client’s basic information into the fields provided, including Name, Company Name (optional), Address, Phone Number, and Fax Number.
- Choose the “Contact” tab and enter the contact person’s information, including their name, email address, and phone number.
Additional Client Information
In addition to the basic information, Timeslips allows you to enter additional client details that can be useful for organizing and tracking your work.
Client Type
You can specify the client’s type, such as Individual, Corporation, or Government Agency. This can be helpful for sorting and filtering clients.
Billing Information
Enter the client’s billing information, including their billing address and billing rate. You can also set up multiple billing rates for different types of work.
Matter Codes
If you use matter codes to track different types of work for your clients, you can associate matter codes with the client in this section.
Notes
You can add any additional notes or comments about the client in the Notes section. This can be useful for keeping track of special instructions or communication with the client.
Specifying Billing Preferences
Once you’ve entered the basic client information, you need to specify their billing preferences. This includes setting up the billing rate, the billing cycle, and any other special billing requirements.
Hourly and Flat-fee Rates
The first step is to decide whether you will charge your client an hourly rate or a flat fee. If you choose an hourly rate, you need to specify the rate per hour. If you choose a flat fee, you need to specify the total amount of the fee.
| Billing Type | Description |
|---|---|
| Hourly | The client is charged a specified amount for each hour worked. |
| Flat Fee | The client is charged a single, fixed amount for the entire project or service. |
Billing Cycle
The next step is to specify the billing cycle. This is the frequency with which you will send invoices to your client. You can choose to bill your clients weekly, monthly, quarterly, or annually. You can also choose to bill them on a project-by-project basis.
| Billing Cycle | Description |
|---|---|
| Weekly | Invoices are sent every week. |
| Monthly | Invoices are sent every month. |
| Quarterly | Invoices are sent every three months. |
| Annually | Invoices are sent once a year. |
Managing Contact Details
Timeslips provides a comprehensive set of tools for managing client contact details. Follow these steps to add or edit a client’s contact information:
Adding a Contact
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Open the "Contacts" tab in Timeslips.
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Click the "New Contact" button on the toolbar.
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Enter the client’s name, title, and any other relevant details.
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Detailed Description of the Contact Information Fields:
Field Purpose Name The client’s primary contact name Title The client’s professional title Email The client’s primary email address Phone The client’s primary phone number Address The client’s main business address Notes Additional notes about the contact -
Click the "Save" button to save the contact details.
Editing a Contact
- Open the "Contacts" tab and select the client.
- Click the "Edit Contact" button.
- Make the necessary changes to the client’s contact information.
- Click the "Save" button to update the contact details.
Customizing Client Fields
Adding Custom Fields
To create a new custom field for clients, click on the “Customize” tab in the Timeslips menu and select “Client Fields.” In the “Custom Fields” dialog box, enter a name and description for the field and select the data type from the drop-down list. Choose “Text” for text-based fields, “Number” for numeric fields, or “Date” for date fields.
Editing Custom Fields
To edit an existing custom field, select it in the “Custom Fields” dialog box and click on the “Edit” button. You can change the name, description, or data type of the field. If you change the data type, existing data in that field may not be compatible with the new type.
Deleting Custom Fields
To delete a custom field, select it in the “Custom Fields” dialog box and click on the “Delete” button. A confirmation message will appear; click “Yes” to proceed.
Using Custom Fields in Timeslips
Custom fields can be used in various Timeslips modules, including the client list, time entries, and billing statements. To display a custom field in the client list, right-click on the column headers and select “Customize.” Drag and drop the desired custom field from the “Available Fields” list to the “Selected Fields” list.
Bulk Importing Custom Field Data
If you have a large number of custom field values to import, you can use the “Import Client Data” wizard. In the wizard, select the custom field to import data into and browse to the CSV file containing the values. Ensure the data in the CSV file matches the data type of the custom field.
| Data Type | Format |
|---|---|
| Text | Any combination of characters |
| Number | Integers or decimal numbers |
| Date | MM/DD/YYYY |
Linking Related Clients
In some cases, you may have multiple clients who are related to each other. For example, you may have a parent company and several subsidiaries, or you may have a client who has multiple divisions. Timeslips allows you to link related clients together so that you can easily track all of your work for those clients in one place.
To link related clients, follow these steps:
- Open the Clients window.
- Select the client that you want to link to another client.
- Click the “Edit” button.
- In the “Client Information” dialog box, click the “Related Clients” tab.
- Click the “Add” button.
- In the “Select Client” dialog box, select the client that you want to link to the current client.
The two clients will now be linked together. You can view the linked clients by clicking the “Related Clients” tab in the “Client Information” dialog box. You can also use the “Related Clients” column in the Clients window to view the linked clients for each client.
Linking related clients can be helpful for a number of reasons. First, it can help you to keep track of all of your work for those clients in one place. Second, it can help you to identify potential conflicts of interest. Third, it can help you to provide better service to your clients.
| Benefit | Description |
|---|---|
| Easy tracking | Track all work for related clients in one place |
| Conflict identification | Identify potential conflicts of interest |
| Better service | Provide better service to your clients |
Importing Client Data
Importing client data into Timeslips is a convenient way to add multiple clients to your database. To import client data:
- Open Timeslips and go to the Client tab.
- Click the “Import Clients” button.
- Select the file containing the client data.
- Click “Open”.
- Select the “Delimiter” used in the file.
- Specify the “Field Delimiter”.
- Map the data fields in the file to the corresponding fields in Timeslips:
- Click “Import”.
Field Mapping
The following table shows the field mapping options:
| Timeslips Field | Import File Field |
|---|---|
| Client Code | Client ID |
| Client Name | Client Name |
| Address 1 | Address 1 |
| Address 2 | Address 2 |
| City | City |
| State | State |
| Zip Code | Zip Code |
| Country | Country |
| Phone Number | Phone Number |
| Fax Number | Fax Number |
| Email Address | Email Address |
Exporting Client Lists
To export a list of clients, follow these steps:
1. Click the **Clients** tab.
2. Select the clients you want to export. To select multiple clients, hold down the **Ctrl** key while clicking on each client.
3. Right-click and select **Export** from the menu.
4. In the **Export Clients** dialog box, select the format you want to export the clients to. The available formats are:
- CSV (Comma-Separated Values)
- XLS (Microsoft Excel)
- TXT (Text)
5. Click the **Browse** button to select the location where you want to save the exported file.
6. Click the **OK** button to export the clients.
The exported file will contain the following information for each client:
| Field | Description |
|---|---|
| Client ID | The unique identifier for the client. |
| Client Name | The name of the client. |
| Address | The address of the client. |
| City | The city where the client is located. |
| State | The state where the client is located. |
| Zip Code | The zip code of the client. |
| Phone Number | The phone number of the client. |
| Fax Number | The fax number of the client. |
| Email Address | The email address of the client. |
Running Client Reports
The “Client Reports” section allows you to generate reports to gain insights into your client relationships and billing data. Below is a detailed tutorial on how to run client reports in Timeslips:
1. Accessing the Client Report Menu
Click on the “Reports” tab and select “Client Reports” from the drop-down menu.
2. Selecting a Report Type
Choose the specific report you want to generate from the available options, such as Client Billing Detail, Client Invoicing, and Client Payment History.
3. Specifying the Report Parameters
Filter the report by entering relevant criteria, including client name, date range, and transaction types.
4. Customizing the Report
Adjust the report layout, add sorting options, and modify the report header and footer as desired.
5. Previewing the Report
Click the “Preview” button to view a sample of the report before generating it.
6. Modifying the Report File
The report can be saved as a PDF or exported to other file formats such as Excel or CSV for further analysis.
7. Printing the Report
Click the “Print” button to generate a physical copy of the report.
8. Filtering by Timekeeper
You can choose to include or exclude specific timekeepers from the report by using the “Timekeeper” filter.
9. Advanced Report Options
Within the “Advanced Options” tab, you can customize the report to display specific details, such as:
| Option | Description |
|---|---|
| Show Current Account Balance | Displays the current balance for each client. |
| Include Timeslip Notes | Adds notes from timeslips to the report. |
| Group By | Allows you to group the report data by client, matter, or timekeeper. |
10. Saving the Report Configuration
Once you have finalized your report settings, you can save them for future use by clicking the “Save Report” button.
Troubleshooting Client Entry Errors
If you encounter errors while entering a new client in Timeslips, follow these troubleshooting tips:
1. Verify the Client Name
Ensure that the client name is entered correctly and does not already exist in the system.
2. Check for Special Characters
Avoid using special characters, such as & or $, in the client name.
3. Review the Client Number
Make sure that the client number is unique and not already assigned to another client.
4. Address Length
Verify that the client address, including street, city, and postal code, is within the maximum length allowed by the system.
5. Check for Duplicate Contact Information
Ensure that the contact information provided for the client is not already associated with another client.
6. Review the Client Type
Confirm that the correct client type is selected, such as “Individual” or “Business”.
7. Verify the Tax ID
If applicable, enter the client’s tax ID correctly.
8. Review the Invoice Terms
Select the appropriate invoice terms, such as “Net 30 Days” or “Prepayment”.
9. Check for Required Fields
Ensure that all required fields, such as client name and address, are filled out.
10. Consider the Following Additional Troubleshooting Steps:
| Possible Error | Troubleshooting Tips |
|—|—|
| “Client already exists” | Check the client list to confirm that the client does not already exist with a slightly different name or number. |
| “Invalid client number” | Ensure that the number is numeric and unique within the system. |
| “Address is too long” | Shorten the address or consider using abbreviations. |
| “Contact already exists” | Verify if the contact information is associated with another client. If so, create a new contact for this client. |
| “Invoice terms are not valid” | Check the list of allowed invoice terms in Timeslips. |
How to Enter a New Client in Timeslips Tutorial
Entering a new client in Timeslips is a simple process that can be completed in a few minutes. Here are the steps on how to do it:
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Open Timeslips and click on the “Clients” tab.
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Click on the “New” button.
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Enter the client’s name, address, and contact information.
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Click on the “Save” button.
The new client will now be added to your Timeslips database.
People also ask
How do I add a new client to Timeslips?
To add a new client to Timeslips, click on the “Clients” tab and then click on the “New” button. Enter the client’s name, address, and contact information, and then click on the “Save” button.
How do I edit a client’s information in Timeslips?
To edit a client’s information in Timeslips, click on the “Clients” tab and then double-click on the client’s name. Make the necessary changes to the client’s information and then click on the “Save” button.
How do I delete a client from Timeslips?
To delete a client from Timeslips, click on the “Clients” tab and then select the client’s name. Click on the “Delete” button and then click on the “Yes” button to confirm the deletion.
