Find gaps in recorded time Get the source data and prepare the review Documentation-checked proposed route; source collection and human approval required WHAT WAS CHECKED Official documentation checked; all routes are proposed and have not been run in a product account. No client data, account access, installs or account writes used. Native column names are distinguished from editorial kit contracts. Missing source evidence blocks completeness claims. BEFORE YOU START - Clio Manage with access to the selected matters; Manage AI entitlement only for the optional AI Actions view. - Timekeeper review is mandatory. Actual durations come only from contemporaneous recorded evidence, never AI estimation. - Firm-approved Excel; optional Copilot entitlement and tenant approval for the exact minimized data. Native Excel analysis can be done manually if Copilot is absent. - Keep raw exports and identifying source pointers in a separate restricted location. The AI workbook contains only approved alias-based tables and visible policy/scope text, never raw client records on another tab. DATA ACQUISITION LIMITS - AI Actions update overnight and activity suggestions concern the prior 24 hours. This is a candidate-finding aid, not a complete historical audit. - A communication, document or completed task does not establish billable work or duration. No unrecorded minutes are reconstructed. DECLARED INPUT CONTRACT activities.csv: activity_id, matter_alias, actor_alias, activity_datetime, activity_type, actual_duration_minutes_if_recorded entries.csv: entry_id, activity_id_if_known, matter_alias, actor_alias, recorded_minutes, narrative_category STEP 1: Inspect native unlogged-activity suggestions Tool: Clio Manage AI, optional Open: Matters > chosen matter > Dashboard > AI Actions card Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. Review suggestions for unlogged communications, notes or completed tasks. Open the cited source to check that the activity exists; do not accept or save a suggested entry. No prompt is required for this native proactive feature. Without AI, inspect the matter’s Communications, Notes and Tasks subtabs directly for the bounded period. Expected output: Candidate source activities with actual timestamps and source references, not proposed billable time. Use it next: Create a reviewed activity ledger in the next step. Check: AI suggestions are refreshed overnight and limited in scope. No suggestion and no visible time entry is not proof of missing work. Documentation limit: Official sources support named product features. Workflow-specific prompts, alias fields, mappings and reviewer rules are editorial adaptations, not native export promises. Observed directly through the official Time Entries article link on 2026-10-15; canonical AI Actions page updated 2026-07-30 explicitly documents Matter Dashboard suggestions, overnight refresh and prior 24-hour activity scope. Source documentation: https://help.clio.com/hc/en-us/articles/29765932267675-Plan-With-Proactive-AI-Actions https://help.clio.com/hc/en-us/articles/9285920226075-Get-Started-With-Matters STEP 2: Check existing recorded time Tool: Clio Manage Open: Selected matter > Activities; main Activities table for date/user filtering Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. Read matching time entries for the same matter, person and period. Use actual recorded time and work description; distinguish hourly duration from flat-rate quantity. Keep any source link between an activity and entry only when explicit. For details use the entry’s existing detail/Edit view without changing or saving it. Expected output: Reviewed entries with recorded duration, actor and source reference. This route uses bounded manual capture; a general activity CSV export schema is not verified. Use it next: Keep source pointers restricted; map alias-based Activities and Entries tables. Check: Different timestamps or wording do not prove distinct work; a single entry may legitimately cover multiple activities. Documentation limit: Official sources support named product features. Workflow-specific prompts, alias fields, mappings and reviewer rules are editorial adaptations, not native export promises. Source documentation: https://help.clio.com/hc/en-us/articles/9289741706779-Time-Entries https://help.clio.com/hc/en-us/articles/9290390462875-Navigate-Clio-Manage STEP 3: Map the observed records to the starter input Tool: Excel and authorized staff Open: Separate analysis workbook > Home > Format as Table Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. Populate activities.csv with activity_id,matter_alias,actor_alias,activity_datetime,activity_type and actual_duration_minutes_if_recorded. Leave duration unknown unless actually recorded. Populate entries.csv with entry_id, an explicitly known activity_id_if_known, matter_alias,actor_alias,recorded_minutes and a safe narrative_category. Add reviewed period, timezone and coverage exclusions to Scope. Create named tables for Activities and Entries. Put the policy and review scope in visible worksheets or paste them into the next prompt. Expected output: Two staff-created tables retaining actual source evidence, with no invented time. Use it next: Check the mapping against each original source before using AI. Check: Aliases and missing policy fields are staff-created; do not relabel a native export as the kit schema. Unknown stays blank/unknown, not false or zero. Documentation limit: Official sources support named product features. Workflow-specific prompts, alias fields, mappings and reviewer rules are editorial adaptations, not native export promises. Source documentation: https://support.microsoft.com/en-us/excel/tutorial-import-data-into-excel-and-create-a-data-model STEP 4: Review the bounded evidence with Copilot Tool: Excel Copilot, optional Open: Approved analysis workbook > Copilot icon at lower right > Chat only Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. Use Chat only and submit the prompt. Without Copilot: compare explicit activity IDs, then manually inspect ambiguous matters/persons/dates without adding time. PASTE THIS PROMPT Compare Activities and Entries within Scope. First list exact explicit activity_id matches. Then list unmatched activities or ambiguous possible matches as review candidates, citing source row IDs. Return activity_id, candidate_entry_ids, finding and missing_evidence. Never estimate duration, convert timestamps into worked minutes, decide billability or create a charge. A missing activity link is not necessarily missing billed time. Preserve all recorded minutes unchanged. Expected output: Timekeeper-review candidates, not time entries to post. Use it next: Copy the draft exception list to the reviewer; retain row references. Check: Check every flagged row and the scope. A fluent answer is not evidence of completeness; no automatic workbook or source-system edits. Documentation limit: Official sources support named product features. Workflow-specific prompts, alias fields, mappings and reviewer rules are editorial adaptations, not native export promises. Source documentation: https://support.microsoft.com/en-us/excel/copilot/get-started-with-copilot-in-excel https://support.microsoft.com/en-us/excel/copilot/frequently-asked-questions-about-copilot-in-excel STEP 5: Approve the review result Tool: Responsible staff reviewer Open: Reviewed local worksheet Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. The actual timekeeper checks contemporaneous records and decides whether any entry is missing or wrong under the firm’s billing rules. Close a candidate as already captured, unresolved or requiring a separately approved correction. Expected output: Reviewed gap checklist with no inferred billable minutes. Use it next: Any external message, source change, payment or deletion requires its own authorized process. Check: Do not use AI-generated duration or a default minimum charge. The workflow stops before posting time. Documentation limit: Editorial human-review gate; linked Excel documentation supports the worksheet used, not legal or accounting conclusions. Source documentation: https://support.microsoft.com/en-us/excel/tutorial-import-data-into-excel-and-create-a-data-model ACCOUNT AND SOURCE CHECKS STILL NEEDED - Actual account access, plan and source-data completeness have not been tested. USING THE FILES IN THIS KIT Use the exact files or source text named in the steps above. Native exports keep their own headers. The kit tables are editorial review worksheets; they are not a claim that a product exports those fields. Some routes use reviewed text directly or require additional original files. Never rename an unreviewed raw export to make it appear mapped. Keep expected-result files separate from inputs. The source account, actual data, prompts and end-to-end workflow were not tested. Any final communication, filing, permission change, payment or publication needs its own authorized human action. This guide performs none.