Overview
FileTrac provides two ways to record time spent on claims: the Quick Timelog popup for fast, single-entry logging and the Timesheet Entry view for managing multiple time entries in a structured format. Both tools feed into the same time-tracking system, which drives billing, adjuster productivity reporting, and invoicing.
Quick Timelog Popup
The Quick Timelog popup works the same way as the Quick Notes popup — it opens in a lightweight window that floats above your current page so you do not lose your navigation context.
You can open the Quick Timelog from:
Manage Claims grid — Click the clock icon in the Time column for any claim.
Claim Edit header — Click the Quick Timelog link in the header bar above the claim form.
Logging Time with Quick Timelog
To log a time entry using the Quick Timelog popup:
Step 1 — Confirm the claim. The popup pre-populates with the file number of the claim you selected. Verify this is the correct claim before proceeding.
Step 2 — Select a time category. Choose the type of work performed from the category dropdown. Common categories include Inspection, Travel, Report Writing, Phone Calls, Administrative, and Review. Your administrator configures the available time categories in Settings.
Step 3 — Enter the duration. Enter the time spent in hours and minutes. Be as accurate as possible — time entries drive billing calculations and adjuster productivity metrics.
Step 4 — Confirm the date. The date defaults to today. Change it if you are logging time for a previous day.
Step 5 — Add a description (optional). Enter a brief note about what work was performed during this time. While optional, descriptions make time entries more useful for billing review and audit purposes.
Step 6 — Save. Click save to record the time entry against the claim.
Timesheet Entry
The Timesheet Entry view is accessible from a dropdown option within the Quick Timelog popup or from the main navigation. It provides a more structured interface for managing time, particularly useful when you need to:
Log time against multiple claims in a single session.
Review and edit previously entered time entries.
View your time entries for a specific date range.
Prepare time records for end-of-day or end-of-week submission.
The Timesheet Entry view displays your time entries in a grid format, making it easy to see your total hours per day and per claim. You can add new entries, modify existing ones, and verify that your time records are complete before they are used for billing.
How Time Data Is Used
Time entries recorded through either tool flow into several downstream processes:
Invoicing — Time entries are included on invoices generated through the Billing section. The time category and hours determine how billable time appears on the invoice.
Adjuster Productivity Reports — Management reports use time data to calculate adjuster efficiency, average time per claim, and utilization rates.
Client Reporting — Some carriers require detailed time breakdowns as part of their claim documentation. Accurate time logging ensures these reports are complete.
Tips
Log time as you go rather than at the end of the day. Real-time logging is more accurate and prevents forgotten entries.
Use the correct time category for each entry. Miscategorized time (for example, logging travel time as inspection time) distorts reports and may cause billing errors.
If your organization uses the FileTrac iPhone App, you can log time directly from the field without returning to the office.
Review your Timesheet Entry at the end of each week to catch any missing entries before billing cycles close.
The Quick Timelog popup is ideal for single entries during the workday. Use the Timesheet Entry view when you need to reconcile or batch-enter multiple time records.
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