Actionstep API Integration for Billing — How to Push Time Entries Automatically

April 2026 · 10 min read

Actionstep API integration is the process of connecting third-party billing or time-tracking tools to Actionstep's practice management platform via its REST API, enabling automated creation of time entries without manual CSV import. For Australian and New Zealand law firms running Actionstep, this eliminates one of the most time-consuming steps in the billing workflow: the export-format-import cycle that eats 15 to 30 minutes every day.

According to the Law Society of NSW, Australian solicitors spend an average of 6 hours per week on administrative tasks including billing. A 2024 Thomson Reuters survey found that 74% of lawyers cite time entry as their most disliked administrative task. For firms using Actionstep as their PMS, direct API integration removes one of the largest friction points in that workflow.

Why Manual Import Falls Short

Most firms currently move time entries into Actionstep using CSV files. The process typically involves exporting entries from a tracking tool, reformatting columns to match Actionstep's import template, uploading the file, and manually resolving any import errors. This is slow, fragile, and introduces errors at every step.

Common failure points with CSV import include date format mismatches (Actionstep requires DD/MM/YYYY for AU instances, but many tools export MM/DD/YYYY), matter reference misalignment where the CSV matter number doesn't exactly match Actionstep's internal action number, and rate discrepancies when the imported hourly rate conflicts with the rate already configured in Actionstep for that timekeeper.

According to a 2024 Clio Legal Trends Report, lawyers who use automated time capture bill 18% more hours than those entering time manually. The gap is even wider for firms that still rely on batch CSV imports at the end of each day or week, where recall bias causes significant revenue leakage.

How the Actionstep REST API Works

Actionstep provides a REST API that allows authorised third-party applications to create, read, update, and delete records within the platform. The API uses OAuth 2.0 for authentication, meaning users authorise the third-party app through Actionstep's own login page rather than sharing passwords.

The core workflow for pushing time entries involves three steps. First, the third-party application redirects the user to Actionstep's authorisation endpoint. Second, after the user approves access, Actionstep returns an access token. Third, the application uses that token to make API calls, including creating time records via the POST /api/rest/timerecords endpoint.

Each time record submitted through the API requires several fields: the action (matter) ID, the timekeeper's participant ID, the date, duration, description, and optionally the billing rate. The API validates these fields against Actionstep's internal records, so the matter must exist and the timekeeper must be a valid participant on that matter.

Key API endpoints for billing integration

What Direct Integration Looks Like in Practice

With a properly integrated billing tool, the workflow changes dramatically. Instead of exporting a CSV, reformatting it, and uploading it to Actionstep, a lawyer simply reviews their AI-generated billing entries and clicks a single button. The integration handles matter matching, timekeeper lookup, rate validation, and record creation automatically.

Here is how the integrated flow works:

1. Generate entries: Upload a meeting recording, email, or document to the billing tool. AI produces structured time entries with descriptions, durations in 6-minute units, and matter references.
2. Review and edit: Check entries for accuracy. Adjust descriptions, split or merge entries, change time allocations.
3. Push to Actionstep: Click one button. The tool calls the Actionstep API, matches each entry's matter reference to an Actionstep action, identifies the timekeeper, and creates the time records.
4. Confirm: The tool reports success or flags any entries that couldn't be matched (for example, if a matter reference doesn't exist in Actionstep).

This removes the entire CSV step. No formatting. No file upload. No import error resolution. According to Actionstep's own documentation, firms that automate data entry through API integrations reduce administrative overhead by up to 40%.

OAuth 2.0 Setup: What Firms Need to Know

From the law firm's perspective, connecting a third-party billing tool to Actionstep via API is straightforward. The firm does not need to manage API keys, configure webhooks, or write any code. The third-party application handles all of the technical integration.

The connection process for end users typically looks like this:

1. Click "Connect Actionstep" in the billing tool's settings.
2. You are redirected to Actionstep's login page.
3. Log in with your normal Actionstep credentials.
4. Review the permissions the billing tool is requesting (typically: read matters, create time records, read participants).
5. Click "Authorise."
6. You are redirected back to the billing tool. Connection is complete.

The access token is stored securely by the billing tool and refreshed automatically. Users do not need to reconnect unless they explicitly revoke access from within Actionstep's settings.

Matter Matching: The Critical Step

The most important technical challenge in any Actionstep API integration is matter matching — ensuring that each time entry is attached to the correct Actionstep action (matter). Getting this wrong means entries land on the wrong matter, which causes billing errors that are time-consuming and embarrassing to fix.

Robust integrations handle matter matching in layers. First, an exact match is attempted using the matter reference number (Actionstep calls this the "action reference"). If the billing entry contains the reference "2024-FAM-0312" and an Actionstep action with that exact reference exists, it is matched immediately.

If no exact match is found, a fuzzy search is performed using the matter description or client name. This catches cases where the lawyer typed a slightly different reference in their notes. The integration presents the closest matches and asks the user to confirm before pushing.

As a fallback, entries that cannot be matched are flagged for manual assignment. This ensures nothing is pushed to the wrong matter — the worst outcome in any billing integration.

Rate Handling and GST Considerations

Actionstep stores billing rates per timekeeper per matter. When a time entry is pushed via API, the integration can either specify a rate (overriding the default) or omit the rate field to let Actionstep apply the configured default for that timekeeper.

For Australian firms, all rates should be submitted GST-exclusive. Actionstep applies GST at the invoice level, not the time entry level. This is consistent with Australian Taxation Office requirements — the 10% GST is calculated on the total taxable supply, not on individual line items. New Zealand firms follow the same pattern with their 15% GST rate.

A common integration error is double-counting GST: the billing tool adds 10% to the rate, and then Actionstep adds another 10% at invoicing. Any properly built integration submits rates ex-GST and lets Actionstep handle the tax calculation.

LexUnits and Actionstep: What's Coming

LexUnits is actively building direct Actionstep API integration. The goal is to replicate the workflow already live for Clio users: after AI generates billing entries from recordings, transcripts, or documents, lawyers can push entries directly to Actionstep with one click.

The integration will use OAuth 2.0 authorisation, automatic matter matching via action references, timekeeper rate lookup, and GST-exclusive rate submission. Firms currently using LexUnits with Actionstep can export entries via Actionstep-formatted XLSX files today, with direct API push planned for mid-2026.

For firms that want to be among the first to test the direct integration, reach out to support@lexunits.com to join the early access list.

Can I push time entries directly from AI billing tools to Actionstep?

Yes. AI billing platforms are building direct Actionstep API integrations using the /api/rest/timerecords endpoint. LexUnits already supports Actionstep-formatted XLSX export and is developing direct API push that will let you send entries to Actionstep with one click, without any CSV formatting or manual import.

What is the Actionstep API setup fee?

Actionstep charges a one-time setup fee of approximately $500 USD for third-party developers to access their REST API. This covers OAuth 2.0 credentials, sandbox environment access, and production approval review. Law firms connecting to an already-integrated tool do not pay this fee — it is borne by the integration developer.

Does Actionstep API support OAuth 2.0?

Yes. Actionstep uses OAuth 2.0 for all API authentication. When you connect a third-party billing tool, you are redirected to Actionstep's own login page to authorise access. The tool receives a secure token and never sees your Actionstep password. Tokens are refreshed automatically and can be revoked from within Actionstep's settings at any time.

Last verified: April 2026. Actionstep API endpoints and authentication flows may change. Consult Actionstep's developer documentation for the latest specifications.