Export clients and matters for CaseClock (CSV guide)

Objective: Export a clean list of open or active clients and matters from your practice management system, so CaseClock can validate time entries during onboarding.

Time required: 5–15 minutes for most platforms

What you’ll need:

• Access to your practice management system (admin access may be required)
• Permission to export data
• A place to save the export (usually 10–50 MB)

Why CaseClock asks for a client and matter export

CaseClock uses your active client and matter list to help validate time entries.

For example, it can help:

• Reduce mis-billing by flagging time that references a closed matter or a duplicate matter name.
• Keep entries more consistent by matching against your current client and matter details.

You stay in control. Your data stays in your practice management system. The export is a copy CaseClock uses for validation, and nothing is removed or modified in your existing system.

Minimum required fields (and what not to include)

Required fields (minimum)

Export the columns below if your system supports them.

• Client name
• Client ID or client number (if available)
• Matter name
• Matter number or matter ID (if available)
• Matter status (Open or Active vs Closed or Archived)

Recommended fields (helpful)

• Responsible attorney or timekeeper
• Practice area or matter type
• Open date

What to leave out (keep it minimal)

To reduce file size and avoid sharing unnecessary information:

• Detailed billing history
• Trust, WIP, AR, and other financial fields (unless CaseClock Support asked for it)
• Document lists or document metadata
• Notes fields that may contain sensitive content

General export process (works for most platforms)

Step 1: Filter to open or active matters

This is the most common mistake.

• Look for filters like Open, Active, Current, or Non-archived.
• Make sure Include archived is unchecked.

Step 2: Choose export format

• CSV is best for imports and is the most consistent format.
• Excel is fine too, but export to CSV if you run into import issues.

Step 3: Select fields (columns)

If you can choose columns, start with the minimum required fields above.

Step 4: Export all matching records

Many systems have two export options:

• Export View (only what is currently visible)
• Export All (everything that matches your filters)

Choose Export All when available.

Step 5: Verify the file

Open the CSV and spot-check:

• The first row has column headers.
• Closed matters are not included.
• Client and matter IDs are present when you expect them.
• Special characters (accented names, apostrophes) look normal.

Step 6: Upload to CaseClock

Use your onboarding flow or follow the steps in How to Import Clients & Matters into CaseClock (via CSV).

Platform-specific export instructions

Use the section that matches your system. If your platform is not listed, use the general export process above.

CosmoLex

Where to click: Matters screen → Export

Recommended settings:

• Export format: CSV or Excel
• Filter: Active matters only (or equivalent)

Steps:

1. Navigate to the Matters screen.
2. Click Export in the top toolbar.
3. Select Custom Export.
4. Set the page range from 1 to the maximum page number.
5. Check Active matters only.
6. Choose CSV or Excel.
7. Export and save the file.

Documentation:

• https://support.cosmolex.com/knowledge-base/export-your-data/
• https://support.cosmolex.com/knowledge-base/client-list-report/

PracticePanther

Where to click: Matters page → Export

Most important setting: set status to Open before exporting.

Steps:

1. Go to Matters.
2. Set Status to Open.
3. Apply any additional filters (optional).
4. Click Choose Columns to add any needed fields.
5. Click Export.
6. Choose Export All (not Export View).
7. Download the CSV.

Documentation:

• https://support.practicepanther.com/en/articles/480001-exporting-your-matters
• https://support.practicepanther.com/en/articles/8912775-the-modern-matters-grid

LEAP Legal Software

Where to click: Reports → Matters and Clients

Steps (Matter List):

1. Go to Reports → Matters and Clients → Matter List.
2. Click All to view all filter options.
3. Set Status to Active or Open.
4. Run the report.
5. Download as CSV or Excel.

Alternative (Client Detail report):

1. Go to Reports → Matters and Clients → Client Detail.
2. Remove any default date filter if it is limiting results.
3. Run the report.
4. Switch from Selected to All cards.
5. Download as CSV.

Documentation:

• https://support.practicepanther.com/en/articles/10874529-how-to-export-data-from-leap
• https://www.leap.co.uk/features/legal-reporting-software/

PCLaw

Where to click: File → Matter → Export

Steps (Matters):

1. Open PCLaw.
2. Go to File → Matter → Export.
3. Select the layout for open matters (for example, OpenMatt).
4. Check Active Cases only (or equivalent).
5. Choose CSV.
6. Export and save.

Documentation:

• https://support.mycase.com/en/articles/6187318-how-to-export-data-from-pclaw
• https://support.myleanlaw.co/en/articles/9653633-how-to-export-data-from-pclaw-for-migration-to-leanlaw

Time Matters

Where to click: File → Export → Custom Export

Steps:

1. Go to File → Export → Custom Export.
2. Create a new export template.
3. Select ASCII-Comma Delimited.
4. Check Include field names labels as first record.
5. Add a .csv extension to the file name.
6. Choose record type: Cases (matters) and/or Contacts (clients).
7. Select Non-archived data only (or equivalent).
8. Export and save.

Documentation:

• https://support.mycase.com/en/articles/6313880-how-to-export-data-from-time-matters

MyCase (8am MyCase)

Where to click: Settings → Import/Export

Best option (Full Backup):

1. Log in as an administrator.
2. Go to Settings → Import/Export → Full Backup.
3. Choose CSV format.
4. Choose the case scope you need.
5. Leave Include Archived Items unchecked.
6. Create the backup and download when ready.

Important: MyCase limits Full Backups to one per day per account.

Documentation:

• https://supportcenter.mycase.com/en/articles/9370346-how-do-i-get-my-data-out-of-mycase
• https://supportcenter.mycase.com/en/articles/9370107-case-list-report

Unity Accounting

Where to click: Reports → Client Listing

Steps:

1. Open Reports.
2. Choose Client Listing.
3. Uncheck Closed files.
4. Export as CSV or XLSX.

Documentation:

• https://esilaw.com/

uLawPractice

uLawPractice often handles exports through support.

Support-assisted option:

1. Email support@ulawpractice.com and request an export.
2. Ask for clients and matters, filtered to active files only.
3. Request CSV or Excel format.

Documentation:

• https://www.ulaw.io/
• https://help.ulawpractice.com/

Troubleshooting common export issues

I can’t find the Export button

• Check permissions. You may need admin access.
• Look under Reports.
• Try right-click or an overflow menu (three dots).

My export is empty (or only headers)

• Your filters may be too narrow.
• Remove date filters.
• Confirm you are exporting all records, not only the current page.

My export includes closed matters

• Confirm status is set to Open or Active.
• Confirm Include archived is unchecked.
• Some systems require you to apply filters before opening the export dialog.

My CSV won’t open correctly in Excel

• Confirm the file ends in .csv.
• Try opening in Google Sheets.
• Re-export as CSV and look for encoding options like UTF-8.

My export is missing IDs

• Some systems hide IDs by default.
• Look for options like Choose columns, Select fields, or Layout.
• If IDs are not available, export names and matter numbers, and contact CaseClock Support for mapping guidance.

FAQ

Do I need closed matters?

Usually, no. Exporting only open or active matters keeps validation fast and reduces clutter.

Should I export CSV or Excel?

CSV is usually best. If Excel works on your system, that is fine too. If you run into an import issue, switch to CSV.

How often should I re-export?

For onboarding, once is enough. After that, monthly or quarterly exports are common if your client and matter list changes frequently.

What if someone else in my firm needs to do this?

That is common. If you do not have export permissions, ask an admin, office manager, or IT team member to run the export.

Related guides (recommended internal links)

• How to Import Clients & Matters into CaseClock (via CSV)
• CSV Import/Export Guide (Using CaseClock without Clio)
• Frequently Asked Questions

Last Updated: March 2026

Version: 1.1