Filling of timesheet data can be done in to different ways depending what do you prefer.
1. Add Time in Time Tracker
When you click on Time Tracker button, you will see a box for time entry. Just fill following fields and save a data.
There is two check boxes. If your work is related to client, leave all boxes unchecked. Internal work box should be checked only in a case your time is not related to the clients but for internal projects.
Annual holiday button should be checked in a case you want to book your vacation or any type of leave.
Select a client from the drop-down list. If the client you worked on is not listed, you can create it by typing the name of the client and selecting the “create new” button. If you are not authorized to create a new client you need to contact the authorized persons (Admin and Editor have the permit to enter clients).
The suggestion is that you do import of all clients before you start with time tracking. That can be done in “Set up” > “Clients”.
Select a task from the drop-down list. If the task you worked on is not listed, you can create it by typing the name of the new task and selecting the “create new” button. If you are not authorized to make create a task you need to contact the authorized persons (Admin and Editor have this permit).
The suggestion is that you crate task list before you start with time tracking. That can be done in “Set up” > “Tasks”. By default, Time Analytics already created some standardized tasks.
Select a project from the drop-down list. If the project you worked on is not listed, you can create it by typing the name of a new project and selecting “create new” button. If you are not authorized to make create project you need to contact the authorized persons (Admin and Editor have this permit).
The suggestion is that you create project list before you start with time tracking. That can be done in “Set up” > “Projects”.
Ideas what can be your projects
In service industry each service line can be considered as project.
For example, the law office provides services in several areas of law: labor law, business law, intellectual property. For this type of business, it may be more reasonable to set up each branch of the law as a separate project i.e. service line. In this case, you will have insight into all activities by service lines, employees, billable hours, customers, and costs allocated to each service line.
Entries should be in hours. If you work one and half hour on one task, you enter 1.5. If you worked 15 minutes, you need to enter 0.25 or you can change time unit to minutes in right box.
Billable check box
This box remains checked if the activity agreed with the client is performed regardless of how much is charged and whether the price is defined 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
See separate article about billable hours vs. non-billable hours.
This field is not mandatory. But if you bill your client based on hourly rates, it is very useful to track hour rate too. This rate will be shown in the comprehensive timesheet.
In addition to billing rates our suggestion is to determine the cost (price) of a working hour per employee.
This field is not mandatory. In this field you can put more details about work performed, up to 100 characters.
You have three options:
- Save – just save tour entries
- Save and Add New – save entries and crate new time tracker
Save and Set as Recurring – with this option you will create your recurring task list. In this way, you will there is no need for filling all fields in Time Tracker again, but just select your Recurring Task (My Template) and enter the hours worked. This is second option of time log.
2. Time log in Recurring Task list (ex. My Templates)
Your recurring task list is shown under section Recurring Tasks in main menu.
You can create recurring tasks in a two ways:
- Fill Time Tracker fields and click “Save and Set as Recurring”.
- Click button “Recurring Tasks” (My Templates) in main menu and then click “New”.
In this way, you will there is no need for filling all fields in Time Tracker again, but just select your Recurring Task (My Template) and enter the hours worked.