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Accounting, Time Tracking, Billing Profile - Block of Hours, Client-Account Credits

The Block of Hours type is designed to help counselors efficiently track and manage their billable hours. Below is an overview of how block hours work, key details to keep in mind, and troubleshooting tips for common concerns.

What Are Block of Hours?

Block hours allow you to pre-purchase or allocate a specific number of hours for a student or client, which are then deducted as time is logged for meetings, tasks, or other activities. This feature helps ensure transparency in time usage and simplifies billing. Your client is gently reminded how many of the hours they've used already and how many are left in their pre-purchased credits.

How Block Hours Are Calculated

Block hours are calculated based on the last time entry added for a student or client. This means:
• When you log new hours, the system deducts them from the remaining block balance.

Adding a New Block of Hours

Go to Settings > Accounting Setup > Add Billing Profile

Add Title, Description, Type (Block of Hours), # of Hours, Currency, and Rate.

Click Submit.

Go to Accounting in the student’s profile.
Click Menu > Add Line Item.



Enter the time and details 

❗You may only select today’s date or a future date.
Past dates are not allowed.

Editing Past Blocks

if you need to edit a past block (add time), create a new item with today’s date.



Add a note in the description field explaining the adjustment.

Deleting Block Items

Only the most recent line item in a block can be deleted.
Earlier entries are locked to protect the billing history.

Key Points to Remember

  1. Adding Hours in Order: To ensure accurate calculations, try to log hours in the correct chronological order whenever possible.
  2. if you need to edit a past block, create a new item with today’s date and make notation in the description.
  3. Monitoring Remaining Hours: You can always check the remaining block hours in the accounting tab for each student.
  4. You may only delete the most recently added line item to preserve the integrity of the calculations.

Troubleshooting Common Issues

Unexpected Balance Changes: If you notice an unexpected change in the block hours balance, review the sequence of your time entries. The system prioritizes the last input rather than the date of service.

TIPS:

  • Log time entries consistently to avoid confusion.
  • Regularly review time entries and block hour balances to ensure accuracy.


By understanding how block hours work, you can make the most of this feature and maintain precise records for both your practice and your clients. For further assistance or questions, feel free to contact our support team at support@counselmore.com

CounselMore is always improving. To do that, we value your input. Please collaborate with our support team. Email your feedback and suggestions to support@counselmore.com