Free field-ready tools built for crash reconstruction and forensic investigation professionals.
All tools run offline — no data is transmitted or stored externally.
Case Billing Tracker
FREE
When I stepped out from behind the badge and started consulting, I
realized pretty quickly that tracking billable hours, mileage, and
expenses across a months-long case — and then assembling an invoice
was a task that was either going to cost me time or money. I chose
to spend time, as I had more of it than money. Since I had already
built something that works for me, I thought I would share it with
anyone else following a similar path.
This is the same workbook I use on my own cases. It's not fancy
software — it's an Excel file with some VBA behind it that does
exactly what a crash reconstruction consultant needs: log your
work, track your costs, and generate a period-filtered invoice
without losing your records.
I'm sharing it with the ForensicCrash.net community because I think
it fills a gap, especially for practitioners who are new to the
business side. All I ask is that you respect the spirit of the site
and keep it within the community of registered members.
Time LoggingMileage TrackingExpense ManagementInvoice GenerationCase P&L
Excel (.xlsm) zipped · VBA macros · Works offline · No data transmitted
Quick scene photography header sheet for crash and crime scene documentation.
Fill in the case details, screenshot or print, and you're ready to shoot.
Case HeaderScene InfoPrint Ready
Browser-based · No download required · Works on mobile
Speed-from-drag calculators, momentum worksheets, critical speed tools,
coordinate transformation utilities, and more — built by reconstructionists,
for reconstructionists.
The Case Billing Tracker is a single-file Excel workbook (.xlsm)
designed for independent crash reconstruction consultants. One
workbook per case. You enter your time, mileage, and expenses
through a single form, and the workbook handles the rest — rate
lookups, period tagging, invoice assembly, and case-level profit
tracking.
There's no cloud component, no subscription, and no data leaves
your machine. The file is fully open and editable — no locked
cells, no hidden sheets. If you want to change how something
works, you can.
Click through the tabs below to see what each sheet does before
you download.
Case Setup & Configuration
Case Information
Define your case number, name, date of loss, and jurisdiction. This information flows automatically to the invoice header and all log entries.
Client / Retaining Party
Store the retaining attorney or agency contact details. Populates the "Bill To" block on the invoice.
Billing Configuration
Set your mileage rate, billing model (Standard, Minimum Hours, or Retainer), and invoice trigger thresholds.
Activity Rate Table
Define up to 10 activity types (Desk/Analysis, Field Work, Deposition, Court Testimony, etc.) with independent hourly rates. The entry form and invoice pull directly from this table.
Billing Periods
Define up to 12 named billing periods with start and end dates. Each time, mileage, and expense entry is automatically tagged to the correct period. The invoice filters by period so you never need to delete rows.
Consultant Information
Enter your firm name, address, phone, and email. This block populates the "From" header on the invoice — fill it once and it carries forward.
Unified Entry Form
One form captures time, mileage, and expenses in a single entry. VBA-powered buttons auto-fill the date and time on click. The form calculates hours, rate, and line total in real time as you enter data.
Time
Date, Time In/Out, Field/Office, Activity Type — hours calculated automatically
Mileage
Odometer or manual miles, vehicle selection — "Click for Last" pulls previous end reading
Expenses
Category, description, amount, receipt status, reimbursable flag
Smart Features
Click-to-fill: Date, Time In, Time Out auto-populate on click
Last odometer recall: Start mileage pulls from your last entry
Live calculations: Hours, rate, and total update before you submit
Period tagging: Entries auto-match to billing periods by date
Hour threshold alert: Warns when billable hours hit your trigger point
Time, Mileage & Expense Logs
Time Log
Up to 500 entries. Each row records date, time in/out, hours, activity type, description, rate (auto-looked-up), amount, and billing period.
Editable inline — the entry form writes here, but you can correct directly in the log.
Mileage Log
Up to 200 entries. Supports odometer-based or manual miles. Rate pulls from Case Setup and amount calculates automatically.
Period column tags each trip for invoice filtering.
Expense Log
Up to 100 entries. Category-based with receipt tracking and reimbursable flag.
Invoice separates reimbursable expenses from non-reimbursable; P&L tracks both.
Invoice Summary
A print-ready invoice that assembles itself from your log data. Select a billing period from the dropdown and all totals recalculate to show only that period's entries.
Invoice sections:
Consultant header (from Case Setup) → Bill To (from retaining party) →
Case reference → Professional Services by activity type → Billing adjustments
(minimum hours / retainer) → Mileage → Reimbursable expenses by category
→ Total Amount Due → Payment terms
Snapshot: Click "Create Invoice Snapshot" to freeze a point-in-time copy as a new worksheet tab. The invoice number auto-increments.
Period Filtering
The billing period dropdown on the invoice controls what data is shown. When a period is selected:
Time charges filter to that period only
Mileage totals filter to that period only
Expenses filter to that period only
Leave blank to invoice all periods at once
Case Profit & Loss
Revenue Side
Time charges (adjusted for billing model), mileage reimbursement, and reimbursable expenses roll up automatically.
Expense Side
Total expenses incurred minus reimbursable recoveries = net unreimbursed out-of-pocket. Cross-checks against the expense log non-reimbursable subtotal.
Collections & Summary
Manual payment tracker (date + amount, up to 12 entries) with running collected total.
Total Billed vs. Total Collected = Outstanding Balance
Net Case Profit = Collected minus unreimbursed expenses
Profit Margin = Net profit as percentage of collected
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