Grouping Invoice and Time Lists

Practices can efficiently organise their time and invoice data by grouping one or more columns, such as Client, Client Group, Job or Status, making it easier to analyse and manage time and billing information.

Grouping Invoices and Time is available in the following workspaces:

• Practice - Time
• Client - Time tab
• Job - Time tab
• Practice - Invoices
• Client - Invoices tab
• Job - Invoices tab

For example, to easily identify draft time entries for users that have not submitted their time, the List can be grouped by the User field, and the Status filtered to “Draft”. From the Practice - Time workspace, this view can then be saved, allowing a user, such as a Manager to access the information quickly and easily, rather than having to filter each time.

Enabling the Group View

To enable the Grouped view, click the Enable grouped view button in the toolbar.

The Row Groups section will be added above the list. 

Note: When a list is grouped, the checkboxes to select rows and the Select 50 and Select All options are not available. 

For the Invoices list, if filters had been applied to the List view before enabling the Grouped view, or new filters are applied to the Grouped view, a blue Update button will be displayed. Click Update to apply the filters to the Grouped view. Filters will be applied to the individual rows, and not the groups.

Grouped List Functions

The following functions are available when grouping lists. For detailed information on using all functions, refer to the relevant list article, for example, Practice Time or Practice Invoices.

Function	Details
Enable Grouped View	Click to enable or disable the Grouping function. The Row Groups section will be displayed at the top of the list. When enabled, the button will be displayed in green. If grouping is not enabled, the button will be displayed in grey.
Row Groups section	Once grouping has been enabled, a Row Groups section will be displayed at the top of the list. This section displays fields used for grouping the list. To add more fields, drag the column name from the list or the Columns tab into the Row Groups field. The cursor will change to display an icon with four arrows.
Row Groups - Columns tab	Fields can also be used for grouping from within the Columns tab. Click and hold on the '=' sign for the relevant column, and drag it to the Row Groups field.
Removing a Group field	To remove a Group, click the X next to it either in the Row Groups section at the top or in the Columns tab on the left. When a Group is removed, the column will be reinserted as a new column to the right of the group.
Update button	Once the list has been grouped, any changes to the filters will cause the Update button to be displayed. Click Update to filter the list accordingly.
View Tools	Allows users to save the view, reset the view to default settings, or export the List to a CSV file. Changes to the grouping of lists can be saved as a View. When changing to the regular view and back to Grouped mode, the changes will be saved. When saving a View with grouping, the saved Views will always re-display with collapsed values.

Using a Grouped List

Displaying Groups

After one or more columns have been added to the Row Groups, the list will be displayed as follows:

• A new column will be added, called "Group".
• The group will be added as the first column after any pinned columns, so you may wish to drag it to the pinned column section to make it the first column in the list.
• The column selected for grouping will be removed from the list.
• The groups will be displayed as expanding and collapsing sections in the Group column.

You can sort the group by clicking the column heading in the same way as other columns in the list. The list will be sorted in ascending and descending order, or sorting removed altogether. 

When saving the view with the group sorted, the saved View will re-display with the saved sort order.

To expand or collapse a group, click the Expand or Collapse arrow icons on the left-hand side of the group. 

You can also right-click over the list to display the pop-up menu and select Expand All or Collapse all to expand or collapse all the groups.

Displaying Calculations

At the bottom of the Columns tab is the area where you can add values that can be used to include calculations for any numeric columns in the list. You can only apply values to a numeric column.

To add a column, drag the header of the relevant column to the Values. You can also drag a column from the list in the Columns tab into the Values section by dragging it with the = icon in the Columns tab list.

The following is an example of dragging the Time column to the Values from a Time list.

You can include additional columns for the calculations, initially shown as calculating a "sum".

The calculations are displayed at the bottom of the list on the right-hand side.

Note: Columns must be added to the list.

You can remove any of the calculation values by clicking the x.

You can change what is calculated for a column by clicking on it and selecting from the available calculations such as "avg" for average, "min" for minimum or "max" for maximum.

If Calculations have been added to the list that you are exporting (using the Values at the bottom of the Columns tab), these are included in the export.

Available Columns for Grouping

Only certain columns can be used for grouping; for example, fields with a Date or Email cannot be used.

Custom Fields with the following "Type" can be used for grouping:

• Checkbox
• Drop-down
• Text
• User
• Date (Beta)

If you try to drag a column that is not relevant from grouping to the Row Groups section (such as a Date) the field will not be able to be dropped, and an icon will be displayed to indicate it's not available.

Using Enhanced Time and Invoice Grouping (Beta)

Enhanced Time and Invoice Grouping (Beta) provides practices with additional capability to group Time and Invoice lists. With this Beta enabled, you have flexibility of how Time and Invoices are displayed, to improve visibility across the practice.

After enabling the group view, practices can leverage the following additional grouping options to better review and analyse their data:

• Grouping by Date Columns
• Grouping Larger Data Sets

Grouping by Date Columns

Users can select any Date column and group it from a Time or Invoices List. By default, when a Date field is grouped, it will display rows by "Day" and in ascending order.

Once a Date column is grouped, practices can refine the results by:

1. Right-click on the Grouped Row.
   
   
2. Select "Group "(date field)" By" option.
   
3. Choose from Year, Month, Week, or Day. The grouped view will be updated to display the refined search.

Once grouped, the number of rows matching the applied filter is displayed in brackets. For example, in a Time list filtered to "Draft" time entries and grouped by Date - Month, the number shown in brackets represents the total number of draft time entries within each month. Users can expand or collapse the grouped row to show detailed information.

Tip: When grouped rows are expanded, add the corresponding Date column to your view for clearer visibility of the time or invoice entries.

Group by Date Option	Details
Year	When grouping by Year, the Grouped Row will display the Year (eg. 2025).
Month	When grouping by Month, the Grouped Row will display the Year followed by the Month (eg. 2025 - May).
Week	When grouping by Week, the Grouped Row will display the full date range from Monday to Sunday (eg 19 - 25 May 2025).
Day	When grouping by Day, the Grouped Row will display the abbreviated Weekday name, followed by the full date (Eg Tue - 20 May 2025).

Displaying Calculations

From a Grouped view, users can efficiently display the calculated value of particular data in the view.

To add or remove a value, click the Columns table on the left. Click and hold the '=' sign for the relevant column, dragging it to the Values section below. You can also add a Column by clicking and dragging the column heading to the Values section at the bottom of the list.

For example:

Displaying the Total Invoice Amount per Month

• Group the Invoice list by 'Due Date - Month', and add the Invoice Amount column to the Values section of the Columns table. This will calculate the total dollar value of invoices due for each month.
  

Displaying the Total Draft Time Entries for each User per Week

• Group the All - Draft Time list by, 'Date - Week' and 'User'. Then, add the Time column to the Values section of the Columns table. This will calculate the total draft time entries per week. Expand each row to view the breakdown by User.
  

Grouping Large Data Sets

Practices with extensive volumes of Time or Invoice data can now group up to 50,000 rows (previously 10,000 rows), making it easier to analyse large amounts of data, without the need to export a report to excel.

After enabling the group view, users will be able to group and organise Time and Invoice views that hold up to 50,000 rows.

Note: Users may experience a slight delay when loading large volumes of data.

For example:

Grouping Timesheets for This Financial Year

1. From the Practice - Time list, filter the applicable 'Date' column to "This Financial Year" using relative filtering.
   Note: Check the row limit to ensure this hasn't been exceeded.
   
2. Group the Date column.
   Tip: To refine the results, right-click the Date row, select Group Date by, and choose a date range option (e.g. Month).
   
3. Apply any additional grouping, as required. For example, if Division is used as a Custom Field, Group by Division to see the total time per sector for the year.
4. Add the Time column to the Values section of the Column drawer to calculate and display the total time for the period.
5. Save the view, if required.

Exceeding the Row Limit

When Time or Invoice lists are grouped and exceed the row limit, a message will display to advise users they have reached the limit.

It is recommended that additional filters be applied to your view to reduce the number of rows that are grouped. For more information on filtering, refer to Using Filters section of Searching for Invoices and Filtering section of Practice Time.