Entering Time and Expense in CaseFox

Modified on Wed, 18 Jan 2023 at 02:08 AM

1. To enter an hourly billing item, enter the time (either hours/minutes or tenth hours format) in the provided boxes. The system will automatically calculate the amount based on your hourly rates. (by the way, you can set different hourly rates for different cases. Click on the “Grant Access/Set Rates” tab, select a user, and an “Edit” link will appear next to the hourly fee amount. If you don’t set a different hourly rate for a user, the user’s global hourly rates will be used automatically.

2. To enter a flat fee item, simply enter the amount in the “Total Cost” box and don’t enter anything in the “time” boxes. (this item will be displayed as a “Flat” fee item on the invoice. Do not check the “expense” checkbox.

3. To enter an expense, click on the expense checkbox (and leave Billable checked). Enter the number of units in the box shown and then enter the total cost in the “Total Cost” box. For example, if you want to enter charges for 10 copies @ .20c/copy, enter “10” in the “Units” box and then enter “2” in the total cost box. This item will be shown as an expense in the invoice.


1. When entering expenses, make sure to also check the [ ] Billable checkbox if you intend the entered expense to be included in an invoice. If you don’t check the Billable checkbox, the note will not be presented for invoicing.

2. Click on the “Cases” tab, and select a case in the left panel bar. Then scroll down to the bottom on the right-side note listing. If you see an amount in the “Non-Billable” category, you should review your time/expense entries. You may have not checked [ ] Billable checkbox in one or more notes. Of course, it is ok if you intentionally unchecked the Billable checkbox.

3. For entering expenses, Select [ ] Expense checkbox and notice a slightly changed screen. in the “Units” box, enter the number of units (enter 1, if this is a flat expense, such as Court Filing Fees). For example, to enter 10 copies @.15/copy, enter “10” in the “Units” box and then enter “1.50” in the “Total Cost” box.

4. If you have already created an invoice, you can delete it, edit the note(s) and then generate the invoice again.

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