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Creating a Time Entry

  • Jul 27, 2026
  • Knowledge

How To
 

Learn to create, edit, and allocate time entries in LEAP Desktop, Mobile and other devices. Understand advanced features like bulk rate adjustments, history tracking, and effective search functionalities for efficient time and fee management in your matters.    

  • Desktop
  • Web
  • iPhone
  • iPad
  • Android
  • Timesheet
  • Alexa
  • Watch
  • Microsoft Office
  • Appointments & Tasks

Create a New Time Entry

 

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Time & Fees tab.

  4. Click New Time Entry on the toolbar.

    The Timer will automatically start as soon as the New Time Entry window opens.

  5. The Matter field is automatically filled with the matter number you opened. You can change to a different matter by clicking the Matter selector button Select List to choose a matter from the list, then click Select.

    If you need to go back to the matter for any information, click the Return to Matter button User-added image.

     
    Click to edit heading

    Matter numbers in the date format 'xxxx-xx-xx' that contain a non-existent day or month (e.g 2025-31-12 or 2025-12-40) will not be supported for accounting actions. Users will have to manually update the matter number to a supported format.

  6. Enter or select the Activity Code.

    To select the activity code, click the Activity Code selector button Select List to choose the activity code from the list, then click Select.

  7. To enter the number of Units, click Stop Timer. This is optional.

  8. Select the Minute Billing Units from the drop-down list.

  9. Select a Billing Rate (this is the hourly billing rate) from the drop-down list.

     
    Click to edit heading

    If your billing rate is displaying an incorrect currency (e.g., pounds instead of dollars), please verify that your device’s Time & Language settings are correctly configured.

  10. The Rate Per Hour field equals the Billing Rate unless it's manually changed. If the billing rate is zero or the other option, the Rate Per Hour must be entered manually. Tick the Incl. tax checkbox, if required.

  11. The Hours, Amount, Tax and Total are automatically calculated based on the Units and Billing Rate or Rate Per Hour.

    Select the appropriate Tax code by clicking the Tax Code selector button Select List to choose a tax code from the list, then click Select. This is optional.

  12. The Time/Fee No. is an automatically generated unique reference number.

  13. By default, today's date is entered as the Date. Click the Date Picker button  to select a different date, if required.

  14. Enter a Billing Description. The description will be displayed on the client's invoice.

  15. Enter a Memo. These are internal notes regarding the time entry and won't be displayed on the client's invoice.

  16. By default, the staff member logged in appears in the Staff field. Click the Staff selector buttonSelect List to choose another staff member from the list, then click Select.

  17. Select when the time entry is to be billed from the Billing drop-down list.

  18. Click Stop Timer.

  19. Click Save & Close.

    The time entry will be recorded in the matter under the Time & Fees tab.

 
Click to edit heading
  • The Time & Fees window will display the last 1000 Time and Fee entries. If there are more than 1000 you'll receive an alert.

  • Users can use the global Time & Fees window: LEAP Menu > Accounting > Office Accounting > Time & Fees to load the relevant entries for the matter. See "Search for a Time Entry" section below for more information.

Edit an Existing Time Entry

 

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Time & Fees tab.

  4. Open the time entry.

  5. Edit the time entry.

  6. Click Save & Close.

Delete a Time Entry

 
 
Click to edit heading

A time entry can't be deleted if it has already been invoiced.

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Time & Fees tab.

  4. Right-click the time entry and select Delete.

  5. Confirm the deletion.

Restore a Deleted Time Entry

 

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

    On the Home menu, tap the iOS Time and Fee Summary Iconicon to launch the Time & Fee Summary screen.

     
    Click to edit heading

    All time and fee entries of the firm are grouped by individual matters and presented for the selected date.

  3. Click the Time & Fees tab.

  4. Drop down the filter and select Deleted.

    User-added image

  5. Right-click the deleted time entry and select Undelete.

Move a Time Entry to Another Matter

 

You can move time entries from one matter to another matter to bill again.

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Time & Fees tab.

  4. Right-click the time entry and select Move to Another Matter.

  5. Select the other matter from the list then click Select.

 
Click to edit heading

Invoices cannot be moved from one matter to another matter, however you can reverse the invoice and then move the time entries from one matter to another matter before billing them again. After you reverse an invoice, all the time entries will return to the Time & Fees tab and have their status reset to Billable - Next Invoice. You can select those invoices using Ctrl + Left-click, Shift + Left-click, or Ctrl + A, and then you can move them with right-click > Move to another matter.

Apply an Activity Code to a Time Entry

 

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Time & Fees tab.

  4. Right-click the time entry and select Apply Activity Code.

  5. Select the activity code from the list then click Select.

  6. Confirm the action.

View the History of a Time Entry

 

  1. Open the matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click the Time & Fees tab.

  4. Right-click the time entry and select History.

 
 
  • To preview a selected time entry version, select a version and click Preview.
  • To set another version of a time entry as current, select a version and click Set as Current.

Adjust Time Entry Billing Rates in Bulk

 

Time entries can now have their billing rates adjusted in bulk and can be set to an existing staff rate or a custom amount.

  1. Open the Matter.

  2. Click LEAP Accounting. 

    LEAP Accounting will open in a new window.

  3. Click on the Time & Fees tab.

  4. Hold Ctrl and then left-click each Time Entry in the list that you would like to change the Billing Rate for.

  5. Right-click and select Apply Billing Rate, then select the desired rate from the dropdown menu.

  6. If you are using a Custom Rate, select the Custom Rate… option from the Apply Billing Rate dropdown menu. Enter an amount & click Apply.

Changing a staff member’s billing rate in Application setting does not automatically update past time entries. Only new time entries will reflect the updated rate. If you need existing entries to reflect the new rate, you must manually adjust them in bulk using the steps outlined above.

 
Click to edit heading

If you would like to update or change your staff billing rate, navigate to LEAP Menu > Settings > Application Settings > Firm > Members > open your staff details to update your billing rates via the Rates tab.

Search for a Time Entry

 

  1. Click the LEAP Menu > Accounting > under Office Accounting > Time & Fees.

    The Search Time and Fees window will open.

  2. Click on Type and select Time from the drop-down list.

  3. Click the Matter selector button User-added image next to Matter and select a matter from the list.

  4. Click on Status and select the status from the drop-down list.

    Once time entries are billed or invoiced, they will appear under the Billed status.

    User-added image

    AllDisplays time entries of any billing status (excluding deleted).
    Billable - AllDisplays time entries with the status Billable - Next Invoice or Billable - Later Invoice.
    Billable - Next InvoiceDisplays time entries with the status Billable Next Invoice.
    Billable - Later InvoiceDisplays time entries with the status Billable - Later Invoice.
    Not BillableDisplays time entries with status Not Billable.
    BilledDisplays all Billed time entries.
    DeletedDisplays all Deleted time entries.

  5. Click the Staff selector button User-added image next to Staff to select a staff member from the list.

  6. Select either All Dates or Date Range to show a custom range.

  7. Tick the Include Tax button User-added image to display amounts including tax.

  8. Click Search to display results.

 
Click to edit heading

New Entries are sorted by newest to oldest from top to bottom. Click the Date column heading to reverse the sort order.

  1. To view results in a report, click the Print button User-added image.

 
Click to edit heading

If the Time & Fees screen has no entries and should have entries, you can check Additional Staff Permissions settings to View other staff member's time entries/activities. 

Create a New Time Entry

 

  1. Open the matter.

  2. Click the Time & Fees tab.

  3. Click New Time Entry to open the New Time Entry window.

  4. By default, the new time entry is created for the current matter you opened. Click  to change the matter from the list.

  5. Click  to select the appropriate Activity Code from the list.

  6. To start the timer, click  in the Duration field. To stop the timer, click  in the Duration field. You can also manually enter a duration.

  7. To enter the number of Units, click . This is optional.

  8. Select the Minute Billing Units from the drop-down list.

  9. By default, today's date is entered as the Transaction Date. Click  to select a different date, if required.

  10. Select when the time entry is to be billed from the Billing drop-down list.

  11. Enter a Billing Description. The description will be displayed on the client's invoice.

  12. Select a Billing Rate (this is the hourly billing rate) from the drop-down list.

  13. The Rate Per Hour field equals the Billing Rate unless it's manually changed. If the billing rate is zero or the other option, the Rate Per Hour must be entered manually. Tick the Inc Tax checkbox, if required.

  14. By default, the staff member logged in appears in the Staff field. Click  to choose another staff member from the list.

  15. The Amount, Tax and Total are automatically calculated based on the Units and Billing Rate or Rate Per Hour.

    Select a Tax code from the drop-down list. This is optional.

  16. Enter a Memo. These are internal notes regarding the time entry and won't be displayed on the client's invoice.

  17. Toggle the Print option On to print the time entry once it's been saved.

  18. Click Save.

    The time entry will be recorded in the matter under the Time & Fees tab.

Edit an Existing Time Entry

 

  1. Open the matter.

  2. Click the Time & Fees tab.

  3. Open the time entry.

  4. Edit the time entry.

  5. Click Save.

Delete a Time Entry

 
 
Click to edit heading

A time entry can't be deleted if it has already been invoiced.

  1. Open the matter.

  2. Click the Time & Fees tab.

  3. Right-click the time entry and select Delete.

  4. Confirm the deletion.

Restore a Deleted Time Entry

 

  1. Open the matter.

  2. Click the Time & Fees tab.

  3. Drop down the filter and select Deleted.

  4. Right-click the deleted time entry and select Undelete.

Move a Time Entry to Another Matter

 

  1. Open the matter.

  2. Click the Time & Fees tab.

  3. Right-click the time entry and select Move to another matter.

  4. Select the other matter from the list.

Apply an Activity Code to a Time Entry

 

  1. Open the matter.

  2. Click the Time & Fees tab.

  3. Right-click the time entry and select Apply Activity Code.

  4. Select the activity code from the list.

Create a New Time Entry

 

  1. Open the matter.

  2. Swipe to or tap the Time & Fees tab.

  3. TapUser-added image> New Time Entry.

    You can also tap on the Home screen.

  4. Complete the details.

    You can use voice recognition on your iPhone to enter the Billing Description by tapping Microphone icon and dictating the description.

  5. Tap Save.

Edit an Existing Time Entry

 

  1. Open the matter.

  2. Swipe to or tap the Time & Fees tab.

  3. Tap User-added image to filter your time entries, if required.

  4. Open the time entry.

  5. Edit the time entry.

    You can use voice recognition on your iPhone to enter the Billing Description by tapping Microphone icon and dictating the description.

  6. Tap Save.

Time and Fee Entry Summary

 

New The Time and Fee Entry Summary provides you with a comprehensive summary of all the time and fee entries for a specific date, regardless of the associated matter.

  1. On the Home menu, tap the iOS Time and Fee Summary Iconicon to launch the Time & Fee Summary screen.

    iOS Time and Fee Summary NZ_AU

     
    Click to edit heading

    All time and fee entries of the firm are grouped by individual matters and presented for the selected date.

  2. By default, the summary will display time and fee entries for the current date of your device.

    Tap the iOS Calendar Icon icon to open the date picker if you want to change the date.

  3. Tap the iOS Filter Icon icon to display the list of filters available for filtering the entries by the following billing status:

    • All Billing Statuses: Displays entries of any Billing Status (excluding Deleted).
    • Billable - All: Displays entries with the Billing Status of Billable - Next Invoice or Billable - Later Invoice. 
    • Billable - Next Invoice: Displays entries with the Billing Status of Billable - Next Invoice. 
    • Billable - Later Invoice: Displays entries with the Billing Status of Billable - Later Invoice.
    • Not Billable: Displays entries with the Billing Status of Not Billable.
    • Billed: Displays all Billed entries.
    • Other > Deleted: Displays all Deleted entries.
     
    Click to edit heading

    Billable - All is set to be the default filter and will revert back to this selection when closing the summary screen.

  4. Use the Search field to manually enter text to search for a time & fee by description, quantity or amount.

  5. Tap on an entry that you wish to open or view.

    Depending on the entry you've selected, the Time or Fee Entry screen will open, allowing you to make amendments if needed.

     
    Click to edit heading

    AutoTime entries labelled 'ACTIVITY' cannot be viewed on LEAP Mobile. Users will receive the following alert when attempting to open an AutoTime entry: 'Activity cannot be viewed on LEAP mobile. Please use LEAP Desktop'.

  6. Tap the Elipses iOSicon next to the entry amount to open additional actions:

    • Move to Another Matter
    • Apply Activity Code
    • Delete

Create a New Time Entry

 

  1. Open the matter.

  2. Swipe to or tap the Time & Fees tab.

  3. TapUser-added image> New Time Entry.

    You can also tap on the Home screen.

  4. Complete the details.

    You can use voice recognition on your iPad to enter the Billing Description by tappingMicrophone iconand dictating the description.

  5. Tap Save.

Edit an Existing Time Entry

 

  1. Open the matter.

  2. Swipe to or tap the Time & Fees tab.

  3. TapUser-added imageto filter your time entries, if required.

  4. Open the time entry.

  5. Edit the time entry.

    You can use voice recognition on your iPad to enter the Billing Description by tappingMicrophone iconand dictating the description.

  6. Tap Save.

Time and Fee Entry Summary

 

New The Time and Fee Entry Summary provides you with a comprehensive summary of all the time and fee entries for a specific date, regardless of the associated matter.

  2. By default, the summary will display time and fee entries for the current date of your device.

    Tap the iOS Calendar Icon icon to open the date picker if you want to change the date.

  3. Tap the iOS Filter Icon icon to display the list of filters available for filtering the entries by the following billing status:

    • All Billing Statuses: Displays entries of any Billing Status (excluding Deleted).

    • Billable - All: Displays entries with the Billing Status of Billable - Next Invoice or Billable - Later Invoice. 

    • Billable - Next Invoice: Displays entries with the Billing Status of Billable - Next Invoice. 

    • Billable - Later Invoice: Displays entries with the Billing Status of Billable - Later Invoice.

    • Not Billable: Displays entries with the Billing Status of Not Billable.

    • Billed: Displays all Billed entries.

    • Other > Deleted: Displays all Deleted entries.

     
    Click to edit heading

    Billable - All is set to be the default filter and will revert back to this selection when closing the summary screen.

  4. Use the Search field to manually enter text to search for a time & fee by description, quantity or amount.

  5. Tap on an entry that you wish to open or view.

    Depending on the entry you've selected, the Time or Fee Entry screen will open, allowing you to make amendments if needed.

     
    Click to edit heading

    AutoTime entries labelled "ACTIVITY" cannot be viewed on LEAP Mobile. Users will receive the following alert when attempting to open an AutoTime entry: "This entry cannot be viewed on LEAP Mobile. Please use LEAP Desktop."

  6. Tap the Elipses iOSicon next to the entry amount to open additional actions:

    • Move to Another Matter
    • Apply Activity Code
    • Delete

Create a New Time Entry

 

  1. Open the matter.

  2. Swipe to or tap the Time & Fees tab.

  3. Tap User-added image > Time Entry.

    You can also tap  on the Home screen.

  4. Complete the details.

    You can use voice recognition on your Android device to enter the Billing Description by tapping Microphone icon and dictating the description.

  5. Tap Save.

Edit an Existing Time Entry

 

  1. Open the matter.

  2. Swipe to or tap the Time & Fees tab.

  3. Tap  to filter your time entries, if required.

  4. Open the time entry.

  5. Edit the time entry.

    You can use voice recognition on your Android device to enter the Billing Description by tapping Microphone icon and dictating the description.

  6. Tap Save.

Time and Fee Entry Summary

 

New The Time and Fee Entry Summary provides you with a comprehensive summary of all the time and fee entries for a specific date, regardless of the associated matter.

  1. On the Home menu, tap the Time and Fee Entry Summary icon to launch the Time & Fee Summary screen.

    Tme and Fee Summary NZ

     
    Click to edit heading

    All time and fee entries of the firm are grouped by individual matters and presented for the selected date.

  2. By default, the summary will display time and fee entries for the current date of your device.

    Tap the Calendar icon to open the date picker if you want to change the date.

  3. Tap the Filter Iconicon to display the list of filters available for filtering the entries by the following billing status:

    • All Billing Statuses: Displays entries of any Billing Status (excluding Deleted).

    • Billable - All: Displays entries with the Billing Status of Billable - Next Invoice or Billable - Later Invoice. 

    • Billable - Next Invoice: Displays entries with the Billing Status of Billable - Next Invoice. 

    • Billable - Later Invoice: Displays entries with the Billing Status of Billable - Later Invoice.

    • Not Billable: Displays entries with the Billing Status of Not Billable.

    • Billed: Displays all Billed entries.

    • Other > Deleted: Displays all Deleted entries.

     
    Click to edit heading

    Billable - All is set to be the default filter and will revert back to this selection when closing the summary screen.

  4. Use the Search field to manually enter text to search for a time & fee by description, quantity or amount.

  5. Tap on an entry that you wish to open or view.

    Depending on the entry you've selected, the Time or Fee Entry screen will open, allowing you to make amendments if needed.

     
    Click to edit heading

    AutoTime entries labeled "AUTO" cannot be viewed on LEAP Mobile. Users will receive the following alert when attempting to open an AutoTime entry: "This entry cannot be viewed on LEAP Mobile. Please use LEAP Desktop."

Click to edit heading

Access the LEAP Timesheet through the Timesheet button User-added image in the top left-hand corner of the Matter List or in a matter.

Create a New Time Entry

 

  1. Click New entry  on the toolbar.

    The timer will start. To stop the timer, click Stop timer on the toolbar. 

    A new line appears in the Timesheet table with the current date entered in the Date column.

  2. Tab to the Matter No. column and enter the matter number.

    If you don't know the matter number, place your cursor in the Matter No. cell and press Ctrl+F on your keyboard to open the Select a matter list. Find and select your matter, then click Select. The Matter No., Client and Matter Description cells of the timesheet table are automatically filled.

    You can also select a matter (matter number) by typing the client's surname in the Client cell. Suggestive text displays so that you can quickly and easily select the correct client and matter details.

  3. Enter or select the Activity Code.

    If you don't know the activity code, place your cursor in the Activity Code cell and press Ctrl+F on your keyboard to open the Activity Code Selection list. Find and select the activity code, then click OK. Most of the remainder of the row is automatically filled based on the associated information for the activity code.

  4. Enter a Billing Description, if needed.

    If you enter a lengthy description for your time or fee entry, the Billing Description field will display a scroll bar to enable you to view all the information.

  5. Tab to the Units cell to stop the timer.

  6. Complete the current time entry by tabbing to the next line.

    The time entry is highlighted in green indicating that it's been successfully submitted.

Edit an Existing Time Entry

 
 
Click to edit heading

A time entry can't be edited if it has already been invoiced.

  1. Open the Timesheet.

  2. Click on the time entry you wish to edit.

  3. Edit the time entry.

  4. A prompt will appear to Confirm your change. Click Yes to save.

Delete a Time Entry

 
 
Click to edit heading

A time entry can't be deleted if it has already been invoiced.

  1. Open the Timesheet.

  2. Right click on the time entry you wish to delete.

  3. Select Delete highlighted entry.

  4. Confirm you want to delete this time entry by selecting Delete.

Restore a Deleted Time Entry

 

  1. Open the Timesheet.

  2. Click the Time and fees tab.

  3. Click the Drop down the filter and select Status. 

  4. Then select Deleted.

  5. Right-click the Deleted time entry and select Undelete.

  6. Confirm you want to Undelete this time entry by selecting Undelete.

Move a Time Entry to Another Staff Member

 

  1. Open the Timesheet.

  2. Right-click the time entry and select Move highlighted time entry to another staff member.

  3. Click on the name of the Staff > click Select.

Time Entry Creation (Units)

 

  1. To start a conversation with LEAP Assistant you can say;

    "Alexa, open LEAP" 

    Alexa should respond with "Welcome to LEAP, how can I help?"

  2. You can now say the following for example:

    • "Create a new time entry"
    • "Create a new time entry for 3 units"
    • "Create a new time entry for 3 units on matter 171"
    • "Create a new time entry for 3 units, on matter 171, with description email to client"
 
 

Alexa learns and grows with you and your voice. The above examples are only some of the supported instructions. Over time, as your Alexa device learns about you and vice versa, you will discover there are many ways to achieve the desired functionality.

Time Entry Creation (Minutes and Hours)

 

  1. To start a conversation with LEAP Assistant you can say;

    "Alexa, open LEAP" 

    Alexa should respond with "Welcome to LEAP, how can I help?"

  2. You can now say the following for example:

    • "Create a new time entry for 12 minutes"
    • "Create a new time entry for 18 minutes, on matter 171"
 
 

Alexa learns and grows with you and your voice. The above examples are only some of the supported instructions. Over time, as your Alexa device learns about you and vice versa, you will discover there are many ways to achieve the desired functionality.

Apple Watch

 

  1. Tap User-added image on your Apple Watch.

  2. Tap Start to commence time recording.

  3. Tap Stop to end the time recording.

  4. Tap Save to record the entry to the relevant matter using the LEAP Mobile app. You will receive a LEAP notification on your mobile in order to complete the entry.

    User-added image

For more information see Recording Time in LEAP Mobile.

Wear OS Watch

 

  1. Tap User-added image on your Wear OS watch.

  2. Tap Start to commence time recording.

  3. Tap Stop to end the time recording.

  4. Tap Save to record the entry to the relevant matter using the LEAP Mobile app. You will receive a LEAP notification on your mobile in order to complete the entry.

    User-added image

For more information see Recording Time in LEAP Mobile.

Microsoft Outlook

 

Read an Email from a Matter

 

  1. Open the matter.

  2. Make sure you're on the Details & Correspondence tab.

  3. Open an email.

    A timer will start in the background as soon as the email opens.

  4. When you're finished, click Add Time Entry in the LEAP section of the Message ribbon.

    A New Time Entry window will open in LEAP with a number of the details automatically filled.

  5. Complete or edit the details for the new time entry, then click Save & Close.

Read an Email from Outlook

 

  1. Make sure LEAP Desktop is opened.

    Open Microsoft Outlook.

  2. Open an email.

    A timer will start in the background as soon as the email opens.

  3. When you're finished, click Time & Save to Matter in the LEAP section of the Message ribbon.

  4. Select the matter from the list then click Select.

    A New Time Entry window will open in LEAP with a number of the details automatically filled.

  5. Complete or edit the details for the new time entry, then click Save & Close.

Microsoft Word

 

  1. Open the matter.

  2. Make sure you're on the Details & Correspondence tab.

  3. Open a Microsoft Word document.

    A timer will start in the background as soon as the document opens.

  4. When you're finished, click Time Save & Close in the Document Control section of the LEAP ribbon.

    A New Time Entry window will open in LEAP with a number of the details automatically filled.

  5. Complete or edit the details for the new time entry, then click Save & Close.

Microsoft Excel

 

  1. Open the matter.

  2. Make sure you're on the Details & Correspondence tab.

  3. Open a Microsoft Excel spreadsheet.

    A timer will start in the background as soon as the spreadsheet opens.

  4. When you're finished, click Time Save & Close in the LEAP section of the Home ribbon.

    A New Time Entry window will open in LEAP with a number of the details automatically filled.

  5. Complete or edit the details for the new time entry, then click Save & Close.

  1. Open the matter.

  2. Click the Calendar & Tasks tab.

  3. Click New Appointment or New Task.

    A timer will start in the background as soon as either the appointment or task opens.

  4. When you're finished creating your appointment or task, click Add Time Entry in the LEAP section of the Appointment or Task ribbon.

    A New Time Entry window will open in LEAP with a number of the details automatically filled.

  5. Complete or edit the details for the new time entry, then click Save & Close.

Last Modified Date
27/07/2026 12:38 PM
Title
Creating a Time Entry
URL Name
Creating-a-time-entry-in-LEAP

Resolution
Time & Fee Recording
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Creating a Time Entry | LEAP Community