Time tracking for lawyers
Time recording without a stopwatch, per matter
If you bill in six-minute units, you do not lose time on the big court documents but on everything in between: the quick email, the phone call, the document you just read through again. Okloq records that time while you work, and at the end of the day you approve what goes to the firm.
How it works
The matter number is already there
In the file name of the draft, in the email subject, in the matter folder. That is all Okloq needs.
Okloq looks at which window is in front and searches it for the matter number: in the window title, in the file path for Word, Excel and PowerPoint, and in the subject of the open email in Outlook. Only numbers from your own matter list count. At five o'clock a suggestion is ready, per matter and per type of work.
- Rounding to six minutesOkloq rounds the day total to a multiple of 6 (or 15) minutes and spreads it across the lines.
- The video call counts tooDuring a call in Teams or Zoom the time keeps running, even when you are not typing. Okloq only checks whether the microphone is in use.
- Phone callsYou include business calls on your phone with the app for Android and iPhone.
- Not recognised means not bookedTime without a matter number is kept separate. With one choice you assign it to a matter, or you leave it.
Confidentiality
What is in your files stays on your laptop
A timesheet, not a tracking system. For a law firm, that is no detail.
- Window titles, file names and email subjectsStay encrypted on the laptop and are deleted after thirty days.
- No keystrokes, no screenshotsOkloq does not read what you type, nor what is in your documents and emails.
- Only approved hours leave the laptopMatter, type of work, number of hours and the description you checked. To servers in the EU.
- You control the descriptionThe administrator can switch off the suggested description for the whole firm. As soon as a line is in your software, Okloq deletes the description.
After approval
To your practice management or accounting software
If your firm invoices from Moneybird, Exact Online, Simplicate or other software on the list of integrations, the approved hours go there automatically.
Where it falls short today
For the practice management systems used by Dutch law firms we have not found a public interface through which another program can deliver hours. Until there is one, the hours go to your accounts as an export file (CSV) or as a PDF hours report. Work away from the laptop, such as a court hearing or a meeting without a laptop, is not included automatically. And if your firm mainly handles legal aid cases at a fixed fee, more accurate time recording brings no extra revenue; Okloq is then mainly useful for your own insight.
Questions from lawyers
What you want to know before you start
Which plan suits a law firm?
The Hourly billers plan, for lawyers, tax advisers and consultants who bill by the hour. If you work alone, Solo also works. Prices are on the Pricing page.
Can a colleague or the partners see what I did on my laptop?
No. Others only see the hours you approved: per day, per matter and per type of work. Which documents or emails you had open, and at what time you worked on what, never even reaches the service.
Do I need to arrange anything for the GDPR as an employer?
Yes. You inform your employees and make the assessment under the GDPR, often with a DPIA. The data processing agreement and a sample DPIA are ready. This is not legal advice.
Which computers does it work on?
On Windows 10 and 11. The Mac version is still in testing.
Try it on your own matters
Thirty days free, no obligations
Okloq is in beta. You use it for thirty days on your own matters; after that the app stops by itself and no invoice follows.