Set up activity codes for time, fee and disbursement entries

Use activity codes to save time entering time, fee, or disbursement entries to any matter.

Table of Contents

• Getting Started
• triConvey Desktop App
  • Create a fixed fee entry code
  • Create a time entry code
  • Create a disbursement entry code
• triConvey Companion Site Web App
  • Create a fixed fee entry code
  • Create a time entry code
  • Create a disbursement entry code
• Next Steps

Getting Started

Activity codes consist of a maximum of 5 characters and are associated with a corresponding time, fee or disbursement entry. This automatically fills in the entry's relevant information.

• Codes created in one place can be used and edited in the other.
• You can create as many activity codes as you want.

Tip:  The code can be made up of letters and numbers and can have up to 5 characters.  For example, a purchase fee can be named PURCH.

Tip:  The description will be displayed on invoices you send to clients.

Tip:  You can set it to apply to all staff or selected staff members only.

In the Activity Entry window, select the Fee tab to create a fixed fee entry code, the Time tab to create a time entry code, or the Disbursement tab to create a disbursement entry code.

Create a fixed fee entry code

From the Fee tab:

1.    Create a code of your choice and enter this in the Code field.

Tip:  This code can be made up of letters and numbers and can have up to 5 characters.  For example, a purchase fee can be named PURCH.

2.    Enter a code description in the Subject field. 

Tip:  The description will be displayed on invoices you send to clients.

3.    Indicate if this fee activity is Billable.

4.    Enter the rate you charge in the Rate section.

Tip:  You can set it to apply to all staff or selected staff members only.

5.    By default, the amount entered in the rate section is exclusive of GST. Tick Inclusive of GST to indicate that the rate is the GST-inclusive figure. Tick GST Exempt if your fee is exempt from GST.

6.    Select Create Activity.

Create a time entry code

From the Time tab:

1.    Create a code of your choice and enter this in the Code field.

Tip:  The code can be made up of letters and numbers and can have up to 5 characters.  For example, a court attendance time code can be named COURT.

2.    Enter a code description in the Subject field. 

Tip:  The description will be displayed on invoices you send to clients.

3.    Enter the duration of time in Hrs or Units.

Tip: Unit durations are set in triConvey Settings.  Learn how to view or change unit durations.

4.    Indicate if this fee activity is Billable.

5.    Indicate whether this time entry uses the default staff rate, or enter a new rate to override for all staff or some staff only.

6.    By default, the amount entered in the rate section is exclusive of GST. Tick Inclusive of GST to indicate that the rate is the GST-inclusive figure. Tick GST Exempt if your fee is exempt from GST.

7.    Select Create Activity.

Create a disbursement entry code

From the Disbursement tab:

1.    Create a code of your choice and enter this in the Code field.

Tip:  The code can be made up of letters and numbers and can have up to 5 characters.  For example, a disbursement code for sundries can be named SUNDR.

2.    Enter a code description in the Subject field.

Tip:  The description will be displayed on invoices you send to clients.

3.    Indicate whether this is a Hard Cost or a Soft Cost.

Tip:  Hard costs are costs paid directly to the supplier e.g. search fees.  Soft costs are costs that your firm can choose to pass to the client e.g. costs of printer paper and ink.

4.    Enter the rate you charge in the Rate section.

5.    Enter a quantity in the Quantity section.

6.    Indicate if this fee activity is Billable.

7.    By default, the amount entered in the rate section is exclusive of GST. Tick Inclusive of GST to indicate that the rate is the GST-inclusive figure. Tick GST Exempt if your fee is exempt from GST.

8.    Select Create Activity.

Next Steps

Once you’ve set up your codes, learn how to apply them to time/fixed fee entries or disbursement entries.