How to Track PTO

Track vacations and more by using the Internal rate

Doug Schmierer avatar
Written by Doug Schmierer
Updated over a week ago

In addition to tracking client hours for billing, you can use LeanLaw to track internal PTO by creating a matter with the “Internal” billing and rates setting. When you set a matter to Internal, none of its time entries will show up in the Ready to Bill tab or have billable values, which means you don’t have to worry about them mixing with your invoice workflow or adding hourly rates to your insights. You can then use the productivity report to review PTO with the help of LeanLaw’s report filters.

How to Create a PTO time entry

1. Create a client

Create a client. For a reminder on how to create clients and matters, click here.

Note that your “client” here isn’t a person; it’s a category. We recommend naming this fictional client something distinct like “Internal Timekeeping” or “PTO.”

2. Create a matter with an internal rate

Under your new client, create a matter that will act as a sub-category for your internal timekeeping. Make sure you select "Internal" for the billing option during matter creation--if you forget to do this, you can change your billing type in the next step.

3. Assign users to the matter

Within the matter, click on the Billing and Rates tab. Click the Add User dropdown bar to assign anyone to the matter for whom you wish to track PTO. This will allow you to create time entries for them assigned to your PTO matter.

While you’re in the Billing and Rates tab, make sure your matter is set to Internal billing, indicated below. Click the green Save button when you're finished.

A screenshot of the Billing and Rates tab with the Internal billing option indicated.

4. Create a time entry for time off

Now that your user is assigned to the internally billing matter, create a time entry for the PTO by using the client, matter, and user from the steps above. You can create a time entry for every day the user will be out of the office, or enter their total hours in the Hours field, depending on your preferences.

For a reminder on how to create a time entry, click here.

A screenshot of a time entry intended for PTO.

You now have a user’s PTO entered in LeanLaw.

How to view and use PTO in reports

Now that you have PTO in LeanLaw as a time entry, you can use LeanLaw's reports and report filters for paying out PTO, gaining insights, and more.

1. Go to Reports

In the main navigation bar, click the Reports button to view LeanLaw’s reports.

2. Click Productivity (by client and matter)

Locate the Productivity report underneath the By Client and Matter heading and click the YTD option to open the year to date report.

3. Click on the matter

Within the productivity report, click on the Show Matters filter on the left side. This will allow you to view your PTO from a matter level. Now, locate the name of the matter you created for internal timekeeping and click it in the report to view productivity for only that matter.

A screenshot of the Productivity by client and matter report, viewing a PTO matter

You now have your company’s PTO metrics right in front of you and can use LeanLaw

  • You can click on a user to see each entry that contributed to their PTO and when it was created.

  • You can use the Time Period filter to view only last month for paying out PTO.

  • You can use other periods in the Time Period filter to analyze how much time off users take during specific periods of the year.

What’s next?

Skills used in this article:

Did this answer your question?