Time Billing

Ways to get help while you work:

  • Handy Tool Tips
    for each field on every screen. When you hover in a particular field, Geni gives you hints about the information that should appear in the field; in addition, if more than one answer is available, Geni displays all of the possible entries for quick reference and selection.
  • Quick-Pick Lists
    are generated from integrated data contained in the setup, case management and accounting features of the program to make data selection quicker and learning how to use Geni faster.
  • Help Screens
    are available by pressing the Help button on the Taskbar at each level of the program or Ctrl+H on pop-up screens so each user can “learn as you go.”

Billing your time in the Geni Law program can be performed in three ways:

  • Directly in the client’s case file in CaseWork Manager on a line-by-line basis; these billing entries are updated automatically in the Billing Register
  • Directly in the Billing Register (not recommended but sometimes necessary); these billing entries are updated automatically in the client’s case file in CaseWork Manager
  • Use the Daily Billing Screen — a running time sheet; these billing entries are updated automatically in the CaseWork Manager and the Billing Register

This section provides step-by-step instructions how to use Geni Law’s time billing system, the third option called Time Billing Screen.

Click on the Time Billing button from anywhere in the Geni Law program:

buttons with Time Billing highlighted

The Daily Billing Screen, as it is titled at the top, consists of the following nine (8) columns: Time of Day, Client Code, Client No., Work Order (billing code), Description, REP, Hours/Units, and Amount:

daily billing screen

Notice the date field at the top left corner. The default date is the current date; however, you have the ability to place the cursor in that field, press enter, and select a prior date (day, week, month) to view billed entries or enter and save time that didn’t get entered on that date.

daily-billing-screen-with-dropdown-calendar

The next thing to notice is that the REP column is completely filled with your initials, since you are the REP logged in:

daily billing screen with rep highlighted

If your initials do not appear, click OTHER > PICK REP on the main Taskbar and select your initials from the quick-pick list.

Upon opening the Daily Billing Screen the cursor defaults to the Time column. The time is presented in half-hour increments beginning at 12:30 a.m. and ending at 12:00 a.m. Whenever you open the Daily Billing Screen, the cursor defaults to the most current half-hour. Notice the entire time-entry line will be highlighted as you move the cursor up and down.

daily billing screen entry row highlighted

Once you have selected the time, tab over to the Client Code column. A quick-pick list opens for you to select the client name. The Case No. field auto-fills immediately. If there is more than one case for the client, then you will be able to select the correct case number from a quick-pick list.

time billing client quick pick list

Upon selecting the client, the cursor jumps to the Work Code (billing item) field and presents a quick-pick list full of many common billing items for you to select:

daily billing screen with full work order list

For purposes of demonstration, we will select “CRT-REAPPEARANCE” since this is a Criminal Defense case.

daily billing screen with work order list

When the Work Code is selected the Work Code, the Description field auto-fills for you to modify if necessary; the Hours/Units field auto-fills with a default unit of one (1); and the Amount field auto-fills with one hour of time at the rate of $120 per hour in this example:

daily billing screen w-o selected

One (1) hour is the default but this amount can be changed by tabbing to the Hours/Units field and entering the correct amount. Time can be entered in whole units or partial units; i.e., .7 or 1.3. The Amount updates automatically.

The next step is to press Ctrl+Enter or Ctrl+S to save the entry. The line item entry will not be billed until you save it, nor will it auto-save if you leave the Daily Billing Screen in the middle of a time entry.

Immediately upon saving the line item, the entire entry is highlighted with a yellow border — Geni Law’s unique signature that an item has been completed and billed and designated with a “Z” DO CODE in CaseWork Manager.

daily billing screen with time highlighted and description

NOTE:  Before saving the time entry, you have the ability to modify the description if necessary in some cases, with limited space, to provide the client with more detail concerning the billing in keeping with the ABA’s recommendations for best billing practices. If you need more space than what is offered in Time Billing, take advantage of the space available in “Notes” (Ctrl+N) in the case file in Casework Manager.

The billed item is automatically updated in the client’s case file in CaseWork Manager in chronological order along with the rest of the case’s “Z” (billed) items, and it is also updated in the Billing Register. Geni automatically codes all entries from the Daily Billing Screen as “Y” in the Earned Fees column in Casework Manager and Billing Register. The item we just billed is the final item shown below in the client’s case file.

billing screen CWM

At the very top of the Billing Screen appears an at-a-glance running tab for you to keep on top of the hours and dollars billed for the day:

daily billing screen showing billed item and highlighted

Use the Refresh button in the event that you notice an error in a line item either with the amount of time, description or you picked the wrong client. The entire entry will be deleted. Entries that have already been saved and highlighted in yellow will not be affected.

daily billing screen refresh highlighted