The process of onboarding new clients is essential for any business, and law firms are no exception. Effective client intake procedures ensure that new clients are properly registered, their information is accurately captured, and they are assigned to the appropriate staff members. Additionally, efficient client intake helps streamline communication, set clear expectations, and build strong relationships from the outset. This guide will provide a comprehensive overview of how to enter a new client into Timeslips, a leading legal practice management software. By following these steps, you can ensure that your firm’s client intake process is efficient, accurate, and professional.
Before you begin, it is important to gather all the necessary information about the new client. This includes basic contact information, such as name, address, phone number, and email address. You should also collect information about the client’s business, including the company name, industry, and size. Additionally, you should obtain information about the client’s legal needs, including the type of case, the desired outcome, and the budget. Once you have gathered all the necessary information, you can begin the process of entering the new client into Timeslips.
To enter a new client into Timeslips, open the software and click on the “Clients” tab. Then, click on the “New Client” button. A new window will open where you can enter the client’s information. In the “General” tab, enter the client’s name, address, and contact information. In the “Business” tab, enter the client’s business information. In the “Legal” tab, enter the client’s legal needs. Once you have entered all the necessary information, click on the “Save” button. The new client will now be added to your Timeslips database.
Creating a New Matter
1. From the Timeslips home screen, click on the “Matters” tab.
2. Click on the “New Matter” button. This will open the “New Matter” dialog box.
3. In the “Matter ID” field, enter a unique identifier for the new matter. This can be anything you want, such as a number, a client name, or a project name.
4. In the “Matter Name” field, enter a descriptive name for the matter. This will be the name that appears in the Timeslips interface.
5. Set the matter type by selecting an item from the “Matter Type” drop-down menu.
6. In the “Matter Description” field, enter a brief description of the matter. This will help you to identify the matter later on.
7. Click on the “OK” button to save the new matter.
Setting Up Billing Information
To effectively manage client invoicing, accurate billing information is crucial. Here’s a detailed walkthrough of how to set up billing information for your new client in Timeslips:
1. Open the Client Record
Locate the client’s record within Timeslips and open it.
2. Select the Billing Tab
Within the client record, navigate to the "Billing" tab.
3. Enter Invoice Information
Under the "Invoice" section, fill in the necessary invoice details, such as:
- Invoice Prefix: A unique identifier for your invoices
- Invoice Number: The starting invoice number
- Invoice Increment: The number by which invoice numbers will increase
4. Set Up Invoice Rates
In the "Invoice Rates" section, specify the default rates for billing. You can define different rates for various tasks or timekeepers.
5. Configure Billing Options
This section offers advanced billing options to customize your invoicing process:
- Billing Cycle: Choose the billing frequency (e.g., monthly, quarterly)
- Statement Format: Select the preferred output format for client statements (e.g., PDF, paper)
- Statement Template: Optionally, choose a pre-defined statement template
- Invoice Due Date: Specify the default due date for invoices
- Payment Terms: Define the terms of payment (e.g., net 30 days)
- Invoice Note: Add any additional notes or instructions to be included on invoices
Table: Additional Billing Options
| Option | Description |
|---|---|
| Invoice Header Note: Add a custom note to the top of invoices | |
| Invoice Footer Note: Include a note at the bottom of invoices | |
| Invoice Special Note: Create a pop-up note that appears when viewing invoices | |
| Invoice Message: Add a customizable message to the bottom of invoices |
Verifying and Saving Client Data
After entering all the necessary client details, you’ll want to verify the information to ensure its accuracy. Here’s a step-by-step guide to help you:
- Review the information: Carefully check each field for errors. Pay attention to details such as spelling, addresses, and contact information.
- Use the AutoComplete feature: If you find any inaccuracies, click on the “Find AutoComplete Match” button next to the field. This feature will suggest potential matches based on your input.
- Verify the client’s existence: Click on the “Verify Client Existence” button to check if the client is already registered in Timeslips. This step helps prevent duplicates and ensures data integrity.
- Add a detailed description: In the “Description” field, provide a brief overview of the client’s business, industry, and services provided. This additional information can be useful for future reference.
- Assign a client code: If desired, you can assign a unique code to the client for easy identification and tracking.
- Set up billing preferences: Configure the billing terms, payment options, and tax settings as required by the client.
- Configure notifications and emails: Specify email addresses and notifications to be sent to the client regarding invoices, statements, and other important updates.
- Review the summary table: A table below the client details provides a summary of the information entered. Review it thoroughly to ensure everything is correct.
- Save the changes: Once you’re satisfied with the data, click on the “Save” button to finalize the client record. Timeslips will create the client account and store the information in its database.
Assigning Attorneys and Staff
To assign attorneys and staff to a client, follow these steps:
- Open the client’s record.
Icon Action 
Click the “Assign” button in the “Contacts” section. - In the “Assign Attorneys and Staff” window, select the attorneys and staff you want to assign to the client.
You can use the search bar to filter the list of available contacts.
- Click the “Add” button to add the selected contacts to the “Assigned Attorneys and Staff” list.
- Specify the default rate for each assigned contact.
Column Description Rate Type Select the billing rate type (e.g., Hourly, Flat). Rate Enter the default billing rate for the contact. - Click the “OK” button to save your changes.
Generating Client Reports
Timeslips provides several options for generating client reports, including:
- Client Ledger: Shows a detailed list of all transactions for a specific client.
- Client Summary: Provides a brief overview of a client’s activity, including total time billed, expenses, and payments received.
- Client Aged Summary: Shows the amount of outstanding invoices and time entries for a specific client.
- Client Contact List: Lists the contact information for all clients.
- Client Task List: Lists all tasks assigned to a specific client.
- Client Case Summary: Provides a summary of all cases associated with a specific client.
- Client Detail Report: A customizable report that allows you to select the specific information you want to include.
- Client History Report: Shows all time entries, expenses, and payments for a specific client.
- Client Profitability Report: Calculates the profitability of a specific client by subtracting expenses from revenue.
To generate a client report, go to the "Reports" menu and select the desired report type. You can then specify the client and date range for the report.
How To Enter A New Client In Timeslips Tutorial
To enter a new client in Timeslips, follow these steps:
- Open Timeslips and click on the “Clients” tab.
- Click on the “New” button.
- Enter the client’s name in the “Name” field.
- Enter the client’s address in the “Address” field.
- Enter the client’s phone number in the “Phone” field.
- Enter the client’s email address in the “Email” field.
- Click on the “OK” button to save the new client.
People Also Ask
How do I add a new client to Timeslips?
To add a new client to Timeslips, follow the steps outlined in the tutorial above.
Can I import clients into Timeslips?
Yes, you can import clients into Timeslips using a CSV file. For more information, see the Timeslips Help documentation.
How do I edit a client’s information in Timeslips?
To edit a client’s information in Timeslips, double-click on the client’s name in the “Clients” tab. You can then make changes to the client’s name, address, phone number, email address, and other information.
How do I delete a client from Timeslips?
To delete a client from Timeslips, right-click on the client’s name in the “Clients” tab and select “Delete”.
