End-to-end use cases

For a new 1099 sole-prop: click "Onboard 1099 Contractor." The wizard creates the single-person vendor wrapper, the user account, the client assignments, and the authorizing outbound PO in one transaction. W-2 placements use the employee onboarding wizard. Magic-link emails the contractor for self-service password + document upload.

Each contractor needs an active outbound PO before they can log time. PO captures rate (ST + OT multiplier), period, optional hours/$ cap. Bilateral acceptance flow: vendor admin reviews + signs, firm countersigns. Until then, time entry on that engagement is blocked — no orphan billable hours.

Each staffing agency's vendor admin opens Team Week — a flat table across all their contractors on every active engagement. Fix any issues, submit week per contractor. Members optionally self-report when members_can_log_time is on.

Vendors raise labor invoices from approved hours + PO rates (or expense invoices for travel/material reimbursement). Firm AP queue reviews, approves, and pays — multi-invoice payment allocations supported.

Per client billing cycle (weekly / biweekly / monthly), generate AR invoices. ST + OT auto-split per stamped client OT multiplier. Inbound POs (client → firm) match automatically and auto-split if the period crosses a PO boundary. Mixed labor + reimbursable expenses on the same invoice.

Plaid pulls deposits into the transactions list. Auto- matcher binds inflows to AR invoices (Rule R1: invoice number in memo + amount match) and outflows to vendor payments (Rule R4: vendor name + amount). Unmatched transactions go to manual review with a ranked candidate list.

GROUP BY payee on direct user payments + vendor payments gives per-recipient totals. Sole-prop wrappers have SSN + tax_id_type stamped on their vendor row so 1099- NEC reporting works without restructuring data.

Each client's billing cycle is set to Monthly. For retainer clients, create a Retainer with the monthly fee + threshold for low-balance alerts.

Staff log time against each client. Retainer clients show their current balance inline — staff can see when a client's drawn down to near-zero.

Open Generate Invoice for each retainer client. Time billable + retainer fee + ad-hoc expenses (categorized + flagged billable during entry) compose into a single invoice.

Plaid integration pulls daily deposits. Auto-matcher binds to invoices (Rule R1) when the deposit memo includes the invoice #.

Set up rules: contains "Gusto" → Payroll, contains "STRIPE PAYOUT" → AR — Stripe, regex "Wells Fargo.*Fee" → Bank fees. These fire automatically on every sync, hands-free.

In January, open Banking → Export to QuickBooks, pick last year's date range, download the IIF file. Hand to your tax prep CPA for QuickBooks import.

Add Client + Project. Add the staffing vendor under Vendors. Add each contractor as a Vendor Member. Assign internal consultants + vendor members to the project Team tab.

For each contractor, create an Outbound PO specifying rate, period, and optional hours/$ cap. Send to the vendor admin for acceptance. Once countersigned, the vendor member is authorized to log time.

Vendor admin opens the Team Week tab — a flat table across all their contractors on the engagement. They fix issues, then submit weekly for approval.

Vendor invoices generate from approved time + PO rates. Firm AP queue reviews and approves; payments are tracked with allocations across multiple invoices.

Generate invoice to the end client based on internal consultant time + vendor billable hours. OT multipliers applied per the client agreement. Inbound POs (client → firm) auto-split if the period crosses a PO boundary.

Profitability Report shows per-project margin: revenue vs. internal cost + vendor cost. Knowing the actual margin drives bidding on the next project.

LEDES 1998B + LEDES 2000 export per invoice. UTBMS task + activity codes on time entries; UTBMS expense codes on reimbursable expenses. Matter sidecar 1:1 with projects (matter IDs frozen onto invoice headers + lines). Per- client billable-hour rounding (6-min increments, etc.). Client + matter-scoped retainers with drawdown ledger + low-balance alerts.

Phase B: 1:N matter→projects (one matter spans multiple projects). Phase E: IOLTA trust accounting with strict-segregation rules. These are not shipped yet — if either is a hard requirement, talk to us first.

TimeTrack Pro is a general time tracking + billing system that has the legal-specific toolkit a small firm needs (LEDES + UTBMS + matters + tenths rounding) without the full Clio / MyCase practice-management surface (conflict checks, court filings, calendaring). Best fit for firms whose primary need is the AR side of legal billing.