Understanding task-based billing codes
How CaseClock handles UTBMS activity and task codes, where the firm switch lives, how to dictate or suggest codes, and where codes end up.
Some insurers and corporate clients require every time entry to carry a task-based billing code pair: an activity code (A) and a task code (L for litigation or C for counselling). The standard is called UTBMS. CaseClock supports these codes without getting in the way of firms that do not use them. This guide shows the web app; the phone and desktop show the same code state on each entry.
Whether your firm uses codes
Codes are a firm-level setting. CaseClock turns them on in one of four ways, and every app tells you which applies:
| Source | What it means |
|---|---|
| Turned on by your Clio account | Clio reports which matters require codes and supplies the code sets. Change them in Clio under Settings, Billing. |
| Turned on by your Unity Accounting connection | The Unity matter list carries the task-based billing flag. |
| Turned on by your import | Your client and matter file carried a task-based billing column. |
| Turned on in Settings | You or your firm's administrator turned the switch on in the web app. |
To see the setting: web app Settings, Profile, Task-based billing codes (UTBMS); phone Account, Clients and Matters; desktop Settings, TASK-BASED BILLING CODES (UTBMS). If your firm does not use codes, the apps say so and nothing about codes appears on your entries.
Turning codes on
In the web app, open Settings, Profile, Task-based billing codes (UTBMS).
- Turn on Use task-based billing codes.
- Under Code sets, choose the sets your clients require, for example the ABA litigation set.
- Choose what happens when a code is missing: Suggest a code pair for me to confirm (recommended) or Leave it blank and let me pick.
At a firm that uses the Admin Center, an administrator sets this for everyone and the page reads Set by your firm. With Clio connected, the code sets come from Clio and are changed there under Settings, Billing.
The five states of a code
| State | Meaning |
|---|---|
| Required | The matter requires codes. The entry cannot be approved or sent until both are set. |
| Optional | The matter does not require codes. Any you add go into your file export; Clio does not take them on that matter. |
| Dictated | You said the codes while recording. They are yours; CaseClock never overwrites them. |
| Suggested | CaseClock proposed a pair. Nothing is saved until you confirm it. |
| Chosen | You picked or confirmed the pair. |
Codes on an entry
When a matter requires codes, the entry shows Billing code with its state: needed, AI suggested, saved or optional.
- Say them while you dictate. "A code 107, L code 210" sets the pair exactly as spoken. Spoken codes are yours; CaseClock never overwrites them and keeps them out of the description.
- Suggest codes asks CaseClock to propose a pair from the matter and description. It is offered only when the entry has no codes yet. Save keeps the pair; Cancel discards it. If CaseClock is not confident it says so and asks you to pick.
- Choose billing codes, Change codes or Add billing codes open the picker with an Activity code (A) and a Task code (L or C) selector and a search box.
- Clear codes removes both after you confirm.
A matter that requires codes cannot be approved or sent to Clio without both codes; the entry says This entry needs a billing code before it can be approved or synced to Clio. A matter that does not require them accepts codes anyway, and they go into your file export.
Where the codes go
| Billing system | How codes travel |
|---|---|
| Clio | As the activity description on the Clio time entry, when the matter requires codes. |
| Generic CSV | In the UTBMS task and activity code columns. |
| PCLaw layout and CaseClock Sync for PCLaw | In PCLaw's explanation code and task code fields. |
| Unity Accounting layout and CaseClock Sync | In the UTBMS task field. |
Codes on an entry already in Clio or already exported are locked; the entry says to change them in Clio or re-export first.
Setting up the requirement in Clio
With Clio connected, CaseClock follows Clio: a matter requires codes when Clio says so, and the code sets are Clio's. The Clio-side settings are made on the client and then confirmed on the matter in Clio's billing settings. A guide with the exact Clio screens is being verified; until then, Clio's help centre or Clio support can confirm the steps for your account.
Memory and codes
If you set the same codes on a matter repeatedly, CaseClock can remember Usual billing codes or Billing codes required as a rule for that matter. See Using Memory.
Common questions
Suggest codes is greyed out. Your firm has no code sets chosen, so there is nothing to suggest. Pick code sets on the web under Settings, Profile, or ask your administrator.
Clear codes or Suggest codes is refused. The entry is already in Clio or already exported with those codes. Change them in Clio, or re-export first.
The desktop notification says Billing code needed. Choose Add on the card to pick the codes there, or approve later from the web or phone.
Related guides
Clients and matters
Where your client and matter list comes from, how to fix a wrong matter on an entry, what closed matters mean, and how to handle duplicates or missing names.
Memory
See what CaseClock has learned about your spellings, writing and billing habits, add or remove items, and switch learning off while keeping control.