Time capture and billable hours tracking requires staff to manually review calendars and emails, then enter hours into spreadsheets with client and matter codes. Manual entry is slow, error-prone, and often incomplete, causing missed billable time and delayed invoicing.
Automation monitors work activity, extracts time entries, assigns codes automatically, and validates entries against the firm's master list. The result is faster capture, fewer errors, and invoices delivered days sooner.
The full workflow, from trigger to completion.
The automation is triggered at the start of each billing week or on a daily schedule. It monitors calendar and email activity for all billable staff.
The automation reads events and messages for each billable staff member, identifying entries tagged with client names or matter codes. It extracts event titles, duration, and timestamps.
The automation analyzes event descriptions and email content to infer the correct client and matter code. It matches against the firm's master code list and flags ambiguous entries for human review.
If the AI confidence score is above 85%, the entry is auto-assigned. If below 85%, the entry is flagged for manual review.
The automation compares entries across staff and dates, flagging overlapping hours or duplicate descriptions. Flagged entries are held for manual review.
The automation aggregates verified entries by client and matter, calculates total billable hours, and identifies unbilled time. The report is formatted and ready for invoicing.
A message is sent to the billing administrator with a summary of flagged entries, duplicates, and unbilled hours. A link to the full report is included.
Verified billable hours are automatically exported, creating or updating invoice line items. The administrator can then generate invoices directly.
No credit card, no commitment. Map your process and walk away with a full build plan.
A visual process map, automation spec, delivery timelines, and everything needed to build it, customized to your workflow and tools.
Custom pricing, ROI projection, and payback timeline based on your actual process, not industry averages.
Your build plan stays in your workspace with no expiry. Move forward whenever the timing is right.
Other high-impact processes teams commonly map alongside this one.
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
Map This AutomationNo credit card required — it's free.