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Timekeeper Rates

Timekeeper rate sheet file specifications

You can use your time and billing program to create a file that contains the proposed hourly rates for all the timekeepers in your firm, and then submit that file to your client company through Legal Tracker.
note
An individual timekeeper can have only one matter-specific rate per company matter. If your firm has more than one sub-matter associated with a company matter (for example, if the matter you need to bill is a consolidated billing matter), you can assign only one to the timekeeper. To submit a matter-specific rate to the consolidated billing matter, you can use firm client and matter numbers associated with any sub-matter. If your firm needs to bill at different rates for the sub-matters, you should submit the highest rate for each timekeeper, because Tracker only audits if the billed rate is higher than approved.

Required contents

Your rate sheet file must begin with a header row and contain a separate row for each timekeeper.
Header row
  • All header labels in Table 1 are required.
  • The header labels must match the formatting in Table 1 exactly (all uppercase, no spaces).
  • The order of the labels is not important.
Timekeeper rows
  • Enter the data for each timekeeper in a separate row. Use a carriage return (press Enter) to end each row.
  • Enter the data for each timekeeper in the same order as the labels in the header row. Table 1 describes the required data.
note
Firms can add justification by adding another column header
TIMEKEEPER_JUSTIFICATION
. At the time, the optional field of
TIMEKEEPER_JUSTIFICATION
 isn’t included as an optional field in the Rate Sheet File format.
Timekeeper rate required fields
Header row label
Timekeeper data
TIMEKEEPER_NAME
  • In a CSV file, use quotation marks around the name if it includes a comma - Last name, First.
  • Maximum length = 30 characters, including spaces.
TIMEKEEPER_ID
Enter the unique ID number associated with the timekeeper.
BASE_RATE
The base rate is the standard or default rate for the timekeeper, before any discounts are applied. Don't include any special characters, such as $ or €. If the base rate is 0, then the effective rate must also be 0.
EFFECTIVE_RATE
The effective hourly rate for the timekeeper after applying any discounts.
CURRENCY
Enter the 3-letter code for the currency associated with the rate. Reference currency codes at https://www.currency-iso.org/en/home/tables/table-a1.html.
POSTCODE
In the US, this is the 5-digit postal code.
COUNTRY
Enter the 3-letter code for the timekeeper's country. Reference codes at https://www.iso.org/obp/ui/#search.
STATE_OR_PROVINCE
Enter the 2-letter postal abbreviation. This field is required only if the country is the USA.
TIMEKEEPER_CLASSIFICATION
YOE
Enter the timekeeper's years of experience.

Optional contents

If a field isn't needed, you can leave the cell blank.
Timekeeper rate optional fields
Header row label
Description
TIMEKEEPER_ETHNICITY
TIMEKEEPER GENDER
Male, Female, or Decline. If the client doesn’t require gender, you can leave this cell blank.
TIMEKEEPER_LGBTQ
Y, N, or X
TIMEKEEPER_MILITARY_STATUS
TIMEKEEPER_DISABILITY
Y, N, or X

Matter-specific rates

A rate sheet typically contains 1 row (1 billing rate) per timekeeper. However, if your client company accepts matter-specific rates, you can create multiple rows (1 for each billing rate) per timekeeper.
Matter-specific rate fields
Header row label
Timekeeper data
CLIENT_ID
This is the Firm Client # for the specific matter.
LAW_FIRM_MATTER_ID
This is the Firm Matter # for the specific matter.
note
An individual timekeeper can have only 1 rate per company matter. If your firm has more than 1 sub-matter for a company matter, you can assign only 1 to the timekeeper.

File formats

Rate sheets can be submitted as one of three common file types: comma-separated values (.csv), tab- delimited text file, or pipe-delimited text file. Regardless of the file type, the following rules apply:
  • The maximum file size is 20 MB.
  • The first row (header row) must contain the required field labels (headers).
  • Optional headers are not required by Tracker, but might be required by your client company.
  • The headers can be in any order.
  • Columns undefined by Tracker will produce an error.
  • Each row in the file is treated as a separate record (line). That is, each row can contain the information for only one timekeeper.
  • Blank rows are ignored by Tracker.
CSV file
A comma-separated values file has the extension .csv. In a .csv file, all fields in a row of data are separated by commas. If your time and billing information is in a spreadsheet program, such as Microsoft Excel, you can easily convert it to a .csv format.
  • Don’t insert a comma at the end of a row.
  • If a field contains a comma (for example, Doe, John) enclose the field in quotation marks (“Doe, John”).
Tab-delimited text file
A tab-delimited text file has the extension .txt. In a tab-delimited file, all fields in a row of data are separated by one tab space (one press of the Tab key).
  • Don’t insert a tab space at the end of a row.
  • Be careful not to insert more than one tab space between fields: the resulting data won’t be correctly aligned with the headings.
Pipe-delimited text file
A pipe-delimited text file has the extension .txt. In a pipe-delimited file, all fields in a row of data are separated by one pipe character ( | ).
Don’t insert a pipe character at the end of a row.

This article applies to:

  • PRODUCT: Legal Tracker
  • Audiences: Company