Email Grouping & Threading in Billables AI
Billables AI automatically threads related email conversations to keep time entries clear and consistent. This can look like grouping even when No Grouping is selected. This article explains how email threading works, what No Grouping controls, and why timestamps may appear earlier than expected.
Email Threading, Grouping Settings, and Time Stamps in Billables AI
Overview
Billables AI automatically threads email activity to keep related email conversations together. This behavior is separate from your grouping settings and can sometimes cause an email entry to appear with an earlier start time than expected. This article explains:
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How email threading works
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How it differs from grouping settings
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Why email entries may show an earlier time
Email Threading (Always On)
Email threading is a core system behavior and applies to all users, regardless of grouping preferences.
Billables AI uses the native thread IDs provided by Microsoft Outlook or Gmail to determine whether emails belong to the same conversation. When emails share a thread ID:
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They are automatically combined into a single threaded entry
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Replies and follow-ups stay attached to the original conversation
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This behavior cannot be disabled
The goal of email threading is to keep billing narratives clear and prevent fragmented entries for the same conversation.
Grouping Settings (User-Controlled)
Grouping settings control whether different activities are combined together.
Examples of activities affected by grouping settings include:
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Separate documents
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Distinct tasks
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Unrelated activity from different sources
When No Grouping is selected:
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These different activities will remain separate entries
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Email threading still occurs for emails that belong to the same conversation
Key distinction: Grouping settings apply to cross-activity consolidation. Email threading is a separate, always-on function.
Why an Email Entry May Show an Earlier Time
When multiple emails belong to the same thread, Billables AI creates one entry for the entire conversation. The timestamp for that entry is anchored to:
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The earliest email in the thread
As new replies occur:
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They are added to the existing entry
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The start time does not move forward
This can result in situations where:
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You respond to an email later in the day or evening
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The entry appears to start earlier (for example, in the morning)
This is expected behavior and reflects the beginning of the conversation, not the timing of the most recent reply.
Important Clarification on Accuracy
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No email activity is lost
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All replies and content are included in the threaded entry
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The earlier time does not indicate incorrect capture
Threading improves narrative clarity and ensures related communications are billed together rather than split across multiple entries.
Common Questions
Can I turn off email threading?
No. Email threading relies on provider-supplied thread IDs and is always enabled.
Does “No Grouping” mean each email reply becomes its own entry?
No. “No Grouping” prevents combining unrelated activities, but emails in the same thread will still be combined.
When should I contact support?
If you see timing behavior that:
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Is not email-based, or
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Is not associated with an existing email thread
please contact support with the activity source, client/matter, and approximate timing so we can investigate.
If you’d like help reviewing how this appears in your dashboard or want to discuss best practices for billing review, our team is happy to