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Admin-Timekeeper Onboarding

Timekeepers who serve as systems administrators and possess company-level administrative privileges in Microsoft 365, Teams, and Zoom should use the following process to enable Billables AI integrations for themselves and employees across the organization.

As an administrator, you can configure Billables AI for your entire firm. Before you do, take a moment to review the available settings and capabilities so you can define the right firm-wide policies and practices for Billables AI.

Step 1:  Create a Billables AI Account

If you have not already created an account for your firm, go to https://app.billables.ai and sign up using your work email address.

If your firm has already created an admin account for you: 
You should receive an invitation email from invitations@billables.ai.

If you can’t find it, please:

  1. Check your spam or junk folder

  2. Confirm with your firm administrator that the invitation was sent

  3. Contact support@billables.ai for further assistance if needed

Step 2: Create your integrations

a) Set Your Organization Level Permissions

If you are an admin on your firm’s work platforms, such as Microsoft and Zoom, you’ll need to grant integration permissions for those applications before proceeding.

For detailed instructions on enabling organization-level permissions, please consult this article.

b) Set Up Your Individual Workflow Integrations

To ensure your billable records are as accurate and complete as possible, connect all of the applications you use in your daily work: such as email, calendars, and document tools.

See this article for more details on each integrations. 

Step 3: Add your clients, matters, billing codes and billing guidelines

You must be an Admin or Billing Code Editor to add or edit billing codes.

Add your clients, matters, and billing codes so Billables AI can automatically match captured time to the appropriate matter. These can be imported through your billing platform integration or entered manually. 

To integrate your billing platform for automated billing code import, go to Billing Integrations.

To manually enter your billing codes, go to Upload Billing Codes.

If your firm has negotiated client-specific billing codes or billing guidelines, be sure those are also added to the platform to ensure accurate compliance and time entry formatting.

For client level Billing Guidelines, please refer to this article Client Specific Billing Codes and Guidelines.


Step 4: Review account administration functions

As an administrator, you can configure Billables AI for your entire firm. First review the available settings so you can set appropriate firm-wide policies and practices.

Step 5: Engage your AI assistant (Optional)

If you will also be timekeeping on Billables AI, you should take a few minutes to familiarize yourself with Dashboard.

1) Review: Look over your automatically drafted time entries as you would a draft prepared by a human assistant.

2) Edit: Adjust client, matters or narratives as needed. Each edit helps Billables AI learn your firm’s preferences.

3) Export: Send your approved entries directly to your billing system with as little as a single click.

Timekeepers should review their dashboard daily. This brief routine quickly trains Billables AI to your billing patterns, reducing edits and delivering more accurate, automated entries.