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CosmoLex Users, Timekeepers, and Default Billing Rates

CosmoLex Users, Timekeepers, and Default Billing Rates
CosmoLex Users, Timekeepers, and Default Billing Rates
Written by
Paul W Carlson, CPA
Published on
Dec 12, 2023

Paul W. Carlson, CPA (00:00):

Hi. This is Paul Carlson, CPA with Law Firm Velocity. In this video, we're going to look at adding users, timekeepers, and default billing rates within CosmoLex. CosmoLex has a different setup than most practice management systems in that users are set up in one screen, and then timekeepers are set up in a second screen. So let's just jump back and forth between a couple of screens to explain. This screen is account management, users. This is where we add users. Every person added to this screen can log into the firm's CosmoLex account, and we have to pay a monthly subscription fee for every person with login access. So all of the firm's employees would need a login.


On the setup page, we have this timekeeper tab, and this is where we add everyone's names. This is the information that's used on billing. So let's look at partner A. I'm just using generic names, because if I put funny names in here, it's a distraction. This is where you put their name, title, and initials and set their default billing rate. These are the details that appear on client invoices. So let's hit save and go back to account management and users.


So within each user, you can set the default timekeeper that they will use. So in this example, we have Heather locked to where she can only enter time as partner B, and so this is a process where you allow people to only record their own time. So it's a little bit of a complicated setup, but the added benefit to this is we can enter time for many more people than we're actually paying for monthly subscriptions. So the scenario we typically see is a law firm will work with multiple contractors, and we want to include the contractors' or of counsels' names on the invoice and list out their time just like they worked within the firm.


So with this system, we can add the contractor or of counsel names as separate users or as separate timekeepers, and we don't have to pay for additional subscriptions to enter their time. When time is entered, activities, add time, that, pick a matter. Because I am an admin, I can enter time as anyone within the firm. So from this screen, I can enter the of counsel time to appear on invoices.


So the workflow is every month, firm paid employees that have logins to CosmoLex enter their time every day. At the end of the month, all of the contractors or of counsels submit their invoices with the time that goes into all of their matters, and someone within the firm can quickly go ahead and enter all of their time. We don't have to pay for those additional subscriptions. So just a quick overview of the connection between users, timekeepers, and how we can use this system to add subcontractors to CosmoLex. If you need any accounting help for your law firm, check us out at Thanks. Bye-Bye.