Use CSV and other systems with CaseClock
See how file-based billing works with CaseClock, then choose setup or daily export steps for your firm.
If your firm bills from a program CaseClock does not connect to directly, you work with two files. One you export from your billing program so CaseClock knows your clients and matters. The other CaseClock writes for you to import approved time back. Both are done in the web app at app.caseclock.ai.
Set up CSV billing
Import clients and matters, check the column mapping and choose an export layout.
Use CSV exports
Review approved work, download a billing file and import it into your billing program.
Before you begin
- Export a client and matter list from your billing program. The import wizard shows where that option usually is for fifteen programs: Clio, CosmoLex, MyCase, Smokeball, PracticePanther, Filevine, Rocket Matter, Sage Timeslips, CaseFox, Unity by Dye & Durham, LEAP, PCLaw, PCLaw Time Matters, Time59 and Tabs3. A blank template covers anything else.
- The file needs, at minimum, a client id, a client name, a matter id and a matter name for each matter. A default rate, jurisdiction, practice area, responsible lawyer and a task-based billing flag are read when present.
- Firms whose administrator installed CaseClock Sync, the Windows program for Unity Accounting or PCLaw, do not import files: the program keeps the list current and writes approved time back.
Import your clients and matters
In the web app open Settings, Clients and Matters, then Update clients and matters (also offered from Entries). The Update CSV import wizard opens on Choose source.
Choose your billing program. The next screen, Export from your program, reminds you how to get the file out of it. Choose Continue.
Upload the file (up to 10,000 rows). CaseClock matches its columns to the fields it needs and shows Map columns. Check each match; choose Skip this column for anything you do not want imported. If your file has no separate client ids, tick My CSV does not include separate client IDs and choose how clients are formed. Tick I have checked these columns and want to continue.
Review your import lists what will be imported, with warnings (which do not block) and problems (rows with unresolved issues are skipped). Fix values here or in your original file, then import.
CaseClock remembers the layout of your program's file. The next time you upload the same kind of file it checks the saved layout against the values and only asks again if something changed. Each import is listed under Import history with Undo this import, available for seven days; a refused import says Nothing was imported.
One source at a time
While a file is your client and matter source, Clio cannot be connected. Remove the file under Settings, Clients and Matters first if you move to Clio.
Choose the export layout
Under Settings, Clients and Matters, CSV export for your billing program sets which file the export buttons write:
| Layout | Writes |
|---|---|
| CaseClock (original) | Every column CaseClock has, one row per approved entry. |
| Generic billing import | A compact file most billing programs can map: client and matter numbers, date, lawyer id, duration, rate, amount, description, billable flag, and task-based billing code columns. |
| PCLaw | PCLaw's time import layout, with the lawyer nickname (at most four characters), explanation and task codes, and PCLaw's character set. |
| Unity Accounting | Unity's time import layout. |
The layout follows the billing program you chose on import; change it here if your program needs a different file. Enter your Lawyer ID as your billing program knows you (for example JS). An entry without a rate is written with rate and amount empty in the generic file and left out of the Unity file; add a rate and export again.
Export approved entries
Approve your entries as usual. See Review, edit and approve entries.
In Entries, choose Export approved. CaseClock writes the file in your layout and downloads it, and the entries move to Exported with the date.
Import the file into your billing program the way its guide describes.
An entry left out of a file is marked Not exported with the reason: no rate, no lawyer id, or a matter number too long for the program. Fix it and export again. An exported entry you later change shows Unexported changes; Re-export moves it back to Approved so your next export writes it again.
Lawyer rates by category
Programs such as PCLaw bill by rate category. Firm members load the schedule under Settings, Clients and Matters, Lawyer rates: choose the Billing program, upload the Lawyer list file, optionally set Rates apply from, choose Check the file, then Load rates. Entries then carry the rate for the lawyer's category on that matter.
CaseClock Sync for PCLaw and Unity Accounting
Firms on PCLaw or Dye & Durham Unity Accounting can install CaseClock Sync, a Windows program that keeps the matter list current and hands approved time to the firm’s existing billing workflow. The setup is different for each system:
| Billing system | How approved time reaches it | Setup guide |
|---|---|---|
| PCLaw | CaseClock Sync prepares one charge file at a time. The firm processes it in PCLaw Cost Recovery. | Use PCLaw with CaseClock |
| Unity Accounting | The program creates unposted drafts for a person to post, or hands time to Unity’s scheduled import process. | Set up Unity Sync |
At such a firm the approve button reads Approve and send to PCLaw or Approve and send to Unity Accounting. Sent to PCLaw means the program saw PCLaw take the charge file. A Unity batch number shows the batch CaseClock is tracking. Administrators can check the connection under Connections.
Common questions
Which export guides exist? The web wizard shows generic steps for every program. For a firm using CaseClock Sync, use PCLaw or Set up Unity Sync. For a one-off PCLaw file export, use the PCLaw layout above and your usual PCLaw import process.
My file has French or accented names. They import fine. The PCLaw layout writes the character set PCLaw reads; a character PCLaw cannot take is reported as Not exported on that entry.
Related guides
Use Unity Accounting
Use CaseClock Sync for Unity Accounting day to day, confirm lawyer matches and batches, and complete the firm's Unity review and posting process.
Set up CSV billing
Import your client and matter list into CaseClock, choose the export layout your billing program reads, and set the lawyer ID it expects.