To monitor the progress of a matter and its budget, you can define phases for the matter with start and end dates and budgets. Using phases, you can also invoice only the entries for a specific phase of the matter.

Phases can be created at three different levels.

• If phases are available for a newly opened matter, the power user has likely defined them in the settings and linked them to the matter type. The phases are automatically added to a new matter of that type whenever such a matter is created.
• You can create phases specifically for a matter and, as the matter progresses, always set the current phase. This way, the phase is also automatically added to entries made for the matter.
• A so-called primary phase can also be assigned to an individual member of the matter team if they are involved only in a certain phase. When that user adds transactions or expenses to the matter, regardless of the matter’s current phase, their entries will be assigned the user’s defined phase.

Adding Matter-Specific Phases

You can add matter-specific phases as follows:

1. Go to the Phases folder in the matter’s Invoicing section.
2. If default phases have been created for the matter type, they are shown in the folder. Add more phases as needed with the New button.
   
   
3. Give the phase a name and, if desired, enter the start and end dates, budgeted hours, and/or amount.
4. Save and close.
5. Add other necessary phases in the same way.
6. Then, if you wish, select the current phase for the matter in the Current Phase field, which will be used as the default for transactions and expense entries made for the matter. NOTE! Remember to update the Current Phase field as the matter progresses.
   
   

Adding a Default Phase for a Team Member

You can assign a default phase to a team member, which will be applied to transactions and expenses they record for the matter, regardless of the matter’s current phase. This requires that phases have been created for the matter.

To assign a user-specific phase:

1. Go to the Team Members folder in the matter window.
2. Double-click the team member’s row or add a new member.
3. Select the phase in the Primary Phase field.
   
   
4. Confirm with OK.

If user-specific phases are defined, the phase is saved to entries by the user, not according to the matter’s current phase.

Editing and Deactivating Phases

Editing a phase for multiple transactions or expenses at once is allowed only if all the entries are related to the same matter. If a transaction or expense is moved or copied to another matter, the Matter Phase field is cleared.

If a phase is not selected for a matter, it can be deactivated in the Phases folder by selecting the unnecessary phase and clicking Deactivate on the ribbon. If the phase has been assigned to a team member in the Primary Phase field, the software will confirm whether to also clear the field for team members. Selecting No keeps the phase for the team member. The phase can be reactivated if needed by selecting it in the Deactivated Phases view and clicking Activate on the ribbon.

Monitoring Budget and Transactions by Phase

You can view the phase-specific status of a matter in the Phases folder, which shows actual hours and amounts by phase. If a phase has a set hour or amount budget, exceeding it is indicated by a red warning triangle in the "Budget Exceeded" column.

You can also view transactions recorded for the matter by phase in the Phases folder or in the window for an individual phase by selecting the Show Transactions button on the ribbon. The button displays the transactions for the phase as a list, which you can print or export to Excel if needed.