Send approved entries to your billing system
What approving does for each billing system CaseClock works with, how to send or export, and how to tell that an entry has arrived.
Approving an entry is the hand-off. What happens next depends on the billing system your account or firm uses. This page is the map; the Clio and CSV guides hold the detail.
Which path is yours
| Your billing system | What approving does | Where to look afterwards |
|---|---|---|
| Clio (connected under Settings) | Approve + Send to Clio creates the time entry in Clio at once. Approve only keeps it in CaseClock until you choose Send to Clio. | The matter's time entries in Clio. In CaseClock the entry reads Exported. |
| A file for your billing program (PCLaw, Unity Accounting, CosmoLex, MyCase and others) | Approve marks the entry ready. Export approved in Entries writes a file in your program's layout. | Your downloads folder, then your billing program after you import the file. The entry reads Exported with the date. |
| CaseClock Sync for PCLaw or Unity Accounting (set up by your firm) | Approve and send to PCLaw or Approve and send to Unity Accounting queues the entry for the firm’s next PCLaw file or Unity batch. | Sent to PCLaw after PCLaw takes the charge file, or the Unity batch number CaseClock is tracking. |
Send to Clio
- Approve the entry with Approve + Send to Clio, or choose Send to Clio on an approved entry. Several ticked entries in Entries can be sent together.
- Check the matter in Clio. The entry carries the date, your description, the billed time, billable or non-billable, and billing codes where the matter requires them.
- If you change the entry in CaseClock afterwards it shows Unexported changes. Choose Send to Clio again to update Clio.
Details and the closed-matter rule: Connecting CaseClock to Clio.
Export a file
- Under Settings, Clients and Matters, check CSV export for your billing program once: the layout and your Lawyer ID.
- In Entries, open Approved and choose Export approved. The file downloads and the entries move to Exported.
- Import the file into your billing program.
Entries left out of a file show Not exported with the reason (no rate, no lawyer id, a matter number too long for the program). Fix and export again. Details: Using CaseClock with CSV files and other billing systems.
CaseClock Sync
Your firm's IT team installs one Windows program for the firm. For PCLaw it prepares a charge file that the firm processes through Cost Recovery. For Unity it creates unposted drafts for a person to post, or hands the time to Unity’s scheduled import process. You approve as usual; the entry shows Sent to PCLaw or a Unity batch number when CaseClock has handed it off. The web app’s Settings show the connection and its schedule for firm members who manage it.
PCLaw setup and daily-use steps: Use PCLaw with CaseClock. Unity setup and recovery steps: Set up Unity Sync.
Taking an entry back
- Un-approve returns an approved entry to Draft.
- An entry already in Clio, in a Sync batch or exported to a file must be re-exported or taken back first; the entry tells you which. See Review and approve entries.
If something goes wrong
Entry will not approve or send and Clio connection problems.