How to Use Excel for Law Firm Billing

Transcription

1 How to Use Excel for Law Firm Billing FEATURED FACULTY: Staci Warne, Microsoft Certified Trainer (MCT) (801)

2 Staci Warne, Microsoft Certified Trainer (MCT) Staci Warne is a highly skilled Microsoft Certified Trainer (MCT) with over 15 years of experience in training individuals, at any skill level. She obtained her MCT certification in 2008 and also holds an array of other certifications such as Microsoft Certified Professional (MCP) and Microsoft Office master Instructor, and Ic3 Internet and Core computer instructor certifications. She has been a Financial Analyst and a lead technology trainer for the Federal Reserve Bank of San Francisco as well as a lead technology trainer at CompUSA. She has partnered with Microsoft to be a reseller of office 365 subscriptions for assisting businesses gain access to Microsoft s Cloud services. Staci has traveled around the country providing quality training, to thousands of professionals in businesses and organizations of all types. Staci style is not to train "out of the book", like most training instructors, but offers individual insights, and augments course materials with her own "tips and tricks" and customizes the courseware to meet the clients needs.

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4 Law Firm Billing Using Microsoft Excel Here is a simple way to track your client s time each month and prepare a statement for them that doesn t look like your practicing law out of the back of a van. With a basic knowledge of how to use Excel and using these instruction as a guide, you can create this billing system in no time at all. Template: Start by searching for a template they may work for you, otherwise you can create this from a blank Excel spreadsheet. To Find a Template click on the FILE Tab then select NEW and enter your search phrase that you are looking for in the search box search for online templates. You can just click in this box and type Statement for example After pressing Enter search through the recommendations to find the template that will work for you. Remember it does not have to be perfect, you can make changes to any of these templates and then save them as your own template later. Once all final adjustments have been made to your templates it s time to create some other tabs to complete your billing system. In the meantime you also will want to change the name of your sheet to something to identify the sheet. Suggestion: Billing Statement or just Statement Case Info Tab: You can create a new sheet within this workbook by clicking on the Plus marker next to your sheet tabs. There are several tabs along the bottom. If you click LAW FIRM BILLING INSTRUCTIONS 1 STACI WARNE, MCT

5 on the Case Info tab, you ll see an area where you can input case info. You put all of the header information for your bill here. Below is an example of what you need here. The idea of this sheet is that you will not be typing anything into the Billing Statement sheet you will simply fill in the data here in the Case Info Tab and it will automatically fill in for you on the Billing statement. If you want you can create the formulas etc., for creating the link between the Billing Statement sheet and this client info sheet, the instruction to do this will be included later on in these instructions. Time Entries Tab: This is where you keep track of your time. If you have an insurance company client or any other client that makes you record your time with the ABA A-codes (Activity Codes) and L-Codes, (Legal Codes) you can enter those here too from the drop down list. LAW FIRM BILLING INSTRUCTIONS 2 STACI WARNE, MCT

6 Use Data Validation: to set up the Drop Down boxes that you need for the A-Code and L-Code: To create this enter the L-Codes and one sheet and A-Codes (or any other codes you want to use) on another separate sheet. Create Data Validation for List Drop Down: 1. Select the cells to enter the drop down box in 2. Data Tab Data Validation button 3. The Data Validation Dialogue box will be open make the following changes here. a. Click the Allow: drop down and select List b. Click the source box and type = then click on the A-Codes sheet and select all the A codes..once selected you will be back on the data LAW FIRM BILLING INSTRUCTIONS 3 STACI WARNE, MCT

7 validation dialogue box and the code will be written in this box to direct the drop down to pull the entries from this location. c. Optional: create an input message or Error Alert (not necessary) 4. Create the same data validation list drop down for the L codes. (Using the data for L-Codes from the appropriate sheet. 5. Click in the cell to see if the drop down arrow is working correctly. Be sure to format the numbers correctly on this sheet for all columns especially ensuring the start time and end time is set as a time format. Enter the formula for time that calculates the roundup function for time: Finish Time Start time * 24,1 (indicating to round to the tenths). See example below. Calculate Total Field: To do this us the formula of the calculated TIME field and * that by the hourly rate that can be found on the Case Info Sheet Tab. The formula will look like the picture below.** LAW FIRM BILLING INSTRUCTIONS 4 STACI WARNE, MCT

8 **On the Billing Statement sheet we will calculate another total as above but, with a IF function that also will leave the cell blank if there is no time specified in the Time cell. Billing Statement: You don t enter anything on this tab. However, you do have to initially set up the links on these cells. All of the cells here reference the information on the other tabs. You might have to tweak it a little to get the format right for your cases and clients. You ll notice that the information from the Case Info tab is in the header of your bill and your time entry information is at the bottom. If you click in the cells, you ll notice that instead of showing data, it shows where that data is found in the spreadsheet. LAW FIRM BILLING INSTRUCTIONS 5 STACI WARNE, MCT

9 3-D Formulas: Most of the entries on the Billing Statement are populated with a simple 3-D Formula. Simply click in the cell that you need the data in and type = then go to the sheet that you have the data in that you want and click on the cell. (Do not click back on the Billing Statement tab) Click Enter and the cell will populate that data. Left Function: Use the Left function on the A-Code and L-Code fields. To pick up only the code and not the descriptions for the code (which are held in one cell), in the cell enter the following function: =left(cell,4) This will tell Excel to pick up the first 4 character in the field starting from the right side of the cell. LAW FIRM BILLING INSTRUCTIONS 6 STACI WARNE, MCT

10 Fill Down Data: After you enter in the first row. You can fill down the rest of the data in each column to make your 3-d references for those items. Immediately after dragging the fill handle down as many rows as are needed access the options button in the bottom right corner and select Fill Without Formatting. Otherwise your rows will no longer have shading on every other row. **If Function for Totals row: Use an IF function in the totals row that will calculate the hourly rate by the Time field. However this Function will enter a blank cell in the field if there is no hours to report in the Time field. See Example below LAW FIRM BILLING INSTRUCTIONS 7 STACI WARNE, MCT

11 Fine Tuning: If more rows are needed on your Billing Statement tab. Go to the bottom of the part where your time entries are listed and Right Click on a row number and select Insert Row. You should have a blank row now. (Highligt the number of rows needed to insert and the Right Click Insert Rows and the number of rows you selected will be added). One of the biggest problems with this method is that if you have text that takes up more than one line of text, you have to manually set the row size. Here, I ve got text in row 32 and you can see that the last sentence is cut off. To fix this, just go to the Billing Statement tab and put your cursor over the row number that you want to enlarge. Your cursor changes to a double-sided arrow. Drag the row height to make sure the info fits like so: You ll also may notice some typos with the red squiggly lines under the typo like there would be in Microsoft Word. You have to manually check for typos with the spell checker. Here, run spell checker in the Time entries tab to correct this typo. So that s it! Send me an at computrainhelp@hotmail.com and let me know if you have any problems with any of this. I hope the future is full of many months where you need to add more rows to your time entries on your bills. LAW FIRM BILLING INSTRUCTIONS 8 STACI WARNE, MCT

12 Microsoft Excel Pivot Tables EZ-Reference Card Pivot Tables A Pivot Table is used as an interactive worksheet table that allows you to quickly summarize large amounts of data using the format and calculation method specified by you. The name refers to the table's ability to rotate rows and column headings to access different views or perspectives of your data. When creating a pivot table, you will be asked to specify the data to be used as row fields, column fields and page fields. Value Field Setting By clicking on the down arrows beside the Report Filter, Column Labels, Row Labels or Values areas you can access tools that will allow you to modify the settings. Select Value Field Settings to change whether the Values are SUM of, COUNT of, AVERAGE of and so on. To Build your Pivot Table access the following menu: Insert Pivot Table in the Tables Section or Pivot Chart Report Button Drop down arrow in the Charts Section (Click on the Recommended Pivot Tables button, in the Tables section, to have Excel suggest a Pivot Table for you. Creating the table itself is very little work as it guides you through each of the steps required in determining the source and location of the data, the table's layout, and where the table should be placed.) Filters Click the filter drop-down arrows to filter your data. Setting up your data: 1. Have your data organized in columns with heading. 2. Make sure there is NO empty columns or rows in your data (Excel will sense the start and stop of data with empty cells) 3. Have consistent data in cells. i.e. all column is date or number format, not mixed) Staci Warne, MCT Pivot Tables 2010 and

13 Create Pivot Table Field List Once you turned on the Pivot Table you will have the following pivot table template on your screen. The Field List Dialogue box will be open on the right side as you see in the Field List section. To create the layout: 1. First select the fields you want in your table, and then place them in the correct location. (You can check the boxes for the fields you want to include, and Excel will guess which area each field should be placed in. However, the Pivot Table is recalculated each time you check one of the boxes which can slow you down, especially if Excel places a field in the wrong place. Therefore, it s recommend to drag and drop each field to the appropriate area.) 2. If you re inserting your Pivot Table on the existing sheet you will see it take shape as you make your selections in the Field List. 3. You ll notice you now have two new tabs in your Ribbon (must click in pivot table). Go to the Design tab and here you can choose from a huge range of predefined styles. Generate Multiple Reports Slicers (2010 & 2013 only) Slicers make it simple to filter data in Excel and is only available since Excel Generate multiple reports from one Pivot Table. This will generate a new sheet for each filtered item. 2010: Options Tab Insert Slicers 2013: Insert Tab Slicers 1. Select a cell in the pivot table to activate the Analyze Contextual Tab. 2. Click on Options drop down arrow Show Report Filter Pages button on the ribbon. Staci Warne, MCT Pivot Tables 2010 and

14 MIICROSOFT EXCEL KEYBOARD SHORTCUTS Workbook Management Keys Action Key New C + n Open C + o Close C + w or C + $ Save C + s Save As + Print Preview C Print C + p Exit** A + $ Editing Keys Action Inserts new Worksheet S + _ Edit active Undo C + z Repeat C + y Cut C + x Copy C + c Paste C + v Select All C + a Find C + f Replace C + h Fill down (copy from cell C + d above) Fill right C + r Add current date C + ; Add Current time C + : Edits a cell comment S Insert Function S + # Insert table C + t Filter on/off C + S +l Name Manager C + # Create from selection C + S + # Insert hyperlink C + k Insert Cells C + S + = Displays Insert dialog box C + + Delete cells C + - Hides the selected rows C + 9 Hides the selected columns C + 0 Unhide hidden rows in a C + ( selection Unhide hidden columns in a C + ) selection Calculate all worksheets in all ( open workbooks Calculate active worksheet S + ( New comment S Selecting in a Worksheet Action Key Click at beginning of range with Click, S,Click mouse, S Click at end of range Selects entire column C + Selects entire row S + Selects entire worksheet C + a Selects current region if contains data; press C + 2 nd time to select entire worksheet Selects current region around C + * active cell In a PivotTable, selects entire C + * PivotTable Extends selection by one cell S + Arrow key Extends selection to the edge C+S+Arrow of the current data region in the direction of the arrow Extends selection to the S + } beginning of the row Extends selection to the C + S + beginning of the worksheet } Extends selection to the last C + S + cell in the worksheet ~ Extends selection down one S+ N screen Extends selection up one S+O screen Allows for multiple selection of C non-contiguous cells Turns Extend Selection mode * on or off. Use key combinations to select cells Add non-adjacent cell or range S + * to a selection of cells by using arrow keys Collapses selection to the S+ active cell Selects all cells with comments C + S + o Staci Warne, Compu-train (801) computrainhelp@hotmail.com Microsoft Certified Trainer (MCT), Certified Microsoft Office Specialist Master Instructor

15 MIICROSOFT EXCEL KEYBOARD SHORTCUTS Moving in a Worksheet Action Key Move by one cell in the Q R Z Y direction of the arrow Beginning of the row } Beginning of the worksheet C + } Last cell in your worksheet C + ~ Down one screen N Up one screen O Right one screen A + N Left one screen A + O Next sheet in the workbook C +N Previous sheet in the workbook C + O Up or down to the edge of current data region C + Z or C Y Left or right to the edge of current data region C + Q or C + R Go To specified cell or range % or Name Box Moves among unlocked cells in a protected worksheet C + g T Formatting Keys Action Keys Format Cells (dialog box) C + 1 Font (Font dialog box) C + S + f Point size (Font dialog box) C + S + p Bold (adds or removes) C + b Italics (adds or removes) C + i Underline (adds or removes) C + u Strikethrough (adds or C + 5 removes) Date format with D-MMM-YY C + # Number format with 2 decimal C +! places, thousands separator, and minus sign (-) for negative values Currency format with 2 C + $ decimal places (negative values in parentheses) Percent Style C + % Applies the outline border to C + & the selected cells Removes the outline border C + _ from the selected cells Increase indent ** C + A + T Decrease indent** C + A + S T Helpful Function Keys Action Key Activate main menu ) or A Activate shortcut menu S + ) Close active workbook C + $ Close Excel** A + $ Create chart (in a chart sheet) _ from selection Create chart (embedded) from A +! selection** Create SUM function A + Displays Macro dialog box** A + * Help! Maximize workbook window C + ) Next workbook window C + ^ Open (also C + o) C + + Opens Visual Basic Editor** A + _ Previous workbook window C + S + ^ Print (also C + p) C + S + + Repeat previous command $ (When cell reference is selected this is the absolute tool $) Save (also C + s) S + + Save As + Spelling & Thesaurus S + & Additional Handy Shortcuts Action Keys Cancel X Display formulas on/off C + D?{W~ Begin new line (same cell) A + Enter Expand/collapse formula bar C + S+u (Excel 2013/2010/2007) Show/hide ribbon (Excel C +! 2013/2010/2007) Open drop-down of A + Y AutoComplete list of choices **Now that the A Key is used to access the Excel 2013/2010/2007 Ribbon, these shortcuts work best when the keys are pressed simultaneously. Staci Warne, Compu-train (801) computrainhelp@hotmail.com Microsoft Certified Trainer (MCT), Certified Microsoft Office Specialist Master Instructor