Selecting the working date
To enter working data, select “Create Timesheet”, then select the date for which you want to enter the data from a calendar below.
Selecting the type of activity: external, internal or days off
Selecting the client
Select a client from the drop-down list:
If the client you worked on is not entered, you need to contact the person authorized to enter data to enter the client immediately. Admin and Editor have the permit to enter clients. Permits are granted by the Admin in the “Employees” section in the “Set up” options.
Selecting activities and task description
From the drop-down list, select the activity:
If you need to further describe the tasks, you can enter the activity description. This entry is optional.
Selecting a service line or project
The project or service line is selected from the drop-down list.
Example: The law office provides services in several areas of law: Labor Law, Business Law, Intellectual Property, Competition Law, Civil Law. For this type of business, it may be justified to enter each branch of law as a separate Service Line, within which, later in the analysis, you will have insight into all activities by service lines, employees, customers, and costs incurred by each service line.
Working time entry
Enter the number of hours spent in the “Time Spent” field. Decimals can also be entered.
Eventually, in the previous option, instead of the number of hours, you can choose to enter in days or minutes. If the entry is made in days, then “1” day is always entered.
Selecting billable or non-billable work
This field remains checked if the activity agreed with the client is performed regardless of how much is charged and whether the price is per hour or fixed.
Examples of activities that can be “billable”:
- All activities related to the performance of services charged to the client (for example for accounting firms, these are: posting invoices, preparation of transfer pricing reports, payroll, tax review, preparation of tax opinion, etc.)
- All activities related to the control of services performed by the employee who is the direct performer (for example, control of prepared tax returns, transfer pricing reports, etc.)
- Billing translation services (translation of client reports)
- All communication with the client regarding the agreed work to be charged (telephone conversations, video calls, e-mail calls, meetings, etc.)
This field should not be checked if activities that are not related to a specific client are performed, but have been previously checked that the activity refers to “Internal work”. Also, this field should not be checked if activities related to the client are performed that are not agreed as a billable job, i.e. if it is about assisting the client for some other issues outside the contract. Examples:
- You have an “X” service contract with the client. The client requests that you additionally perform a small accompanying service “Y”, which will not be invoiced. For this accompanying service, the “billable” field should not be checked.
- You have a contract for accounting services with the client. The client requests that a financial plan is prepared, although the preparation of the budget and internal reports are not covered by the contract
- The service is provided that engages a larger scope of work than agreed and will not be charged in order to achieve long-term cooperation
If you list your company for a particular activity as a client, that activity must be non-billable.
Hourly rate entry
Firstly you need to determine the cost (price) of a working hour per employee.
After the hourly rate is obtained, when entering working hours employees can enter the hourly rate for specific clients.