Billable Hours Tracking | Client Time Logging Guide

Track billable hours in GitScrum with task timers, project-based reports, and invoice-ready exports. Capture work as it happens. Separate billable vs non-billable time.

4 min read

Accurate billable hours tracking is essential for agency profitability and client trust. Inaccurate tracking leads to revenue loss, client disputes, and billing frustration. GitScrum provides integrated time tracking that captures work as it happens, not from memory days later.

The Tracking Problem

Poor Tracking	Accurate Tracking
Lost billable hours	Capture all work
Client disputes	Clear documentation
Inaccurate estimates	Historical data for estimates
End-of-week guessing	Real-time logging
Revenue leakage	Full billing capture

Time Tracking Setup

Configuration

TIME TRACKING SETTINGS
══════════════════════

PROJECT: Client A Website
─────────────────────────
Time tracking: Enabled
Default rate: $150/hour
Rounding: 15-minute increments
Required: Before task completion

TASK SETTINGS:
├── Billable by default: Yes
├── Require time entry: Yes
├── Timer available: Yes
└── Manual entry: Allowed

Logging Time

TIME ENTRY OPTIONS
══════════════════

OPTION 1: Timer
───────────────
Click "Start Timer" on task
Work on task
Click "Stop" when done
Time logged automatically

OPTION 2: Manual Entry
──────────────────────
Open task
Add time entry: "2h 30m"
Add description: "Frontend styling"
Save

OPTION 3: Quick Log
───────────────────
Daily timesheet view
Enter time per task
Bulk save

Billable vs Non-Billable

Categorization

LABELING FOR BILLING
════════════════════

BILLABLE LABELS:
├── billable          (default for client work)
├── client-meeting    (billable meeting time)
└── revision          (client-requested changes)

NON-BILLABLE LABELS:
├── internal          (team meetings, admin)
├── learning          (training, research)
├── scope-creep       (out of scope, document for discussion)
└── bug-fix           (depends on contract)

CONTRACT-DEPENDENT:
├── bug-fix           (some contracts include)
├── support           (retainer vs hourly)
└── consultation      (pre-sales vs active project)

Handling Edge Cases

BILLING SCENARIOS
═════════════════

SCOPE CREEP:
────────────
Client requests feature outside SOW
├── Log time as "scope-creep"
├── Document in task description
├── Flag for project manager
├── Bill separately or negotiate

BUG FROM OUR CODE:
──────────────────
Bug caused by our implementation
├── Log as non-billable
├── Track for internal learning
└── Don't charge client

BUG FROM CLIENT CHANGE:
───────────────────────
Bug from client's requirement change
├── Log as billable
├── Document cause in task
└── Include in invoice notes

Reporting

Client Invoice Report

BILLABLE HOURS REPORT
═════════════════════

Client: Acme Corp
Project: Website Redesign
Period: January 1-31, 2026

SUMMARY
───────
Total Billable: 82.5 hours
Rate: $150/hour
Amount: $12,375.00

BY TASK TYPE
────────────
Development:    52h    $7,800
Design:         18h    $2,700
Meetings:       8.5h   $1,275
Revisions:      4h     $600

DETAIL
──────
Jan 15 | User auth implementation | 6h | $900
Jan 16 | Dashboard design         | 4h | $600
Jan 17 | API development          | 7h | $1,050
...

[Export CSV] [Export PDF] [Create Invoice]

Internal Profitability Report

PROJECT PROFITABILITY
═════════════════════

Client: Acme Corp
Project: Website Redesign

BUDGET
──────
Contract Value: $50,000
Hours Budgeted: 333h @ $150/hr

ACTUALS
───────
Hours Logged: 280h
Hours Remaining: 53h
Completion: 85%

Projected Final: 329h
Projected Margin: $600 (1.2%)

⚠️ ALERT: Lower than target margin (10%)

BREAKDOWN
─────────
Billable hours:     250h
Non-billable hours: 30h
Utilization: 89%

Best Practices

For Accurate Tracking

Track in real-time — Log as you work, not later

Use timers — Most accurate method

Describe work — Brief notes for invoice clarity

Review weekly — Catch missing entries

Round consistently — Same rules for all entries

Common Mistakes

AVOID THESE:
✗ Waiting until Friday to log the week
✗ Guessing hours from memory
✗ Not tracking small tasks
✗ Mixing billable and non-billable
✗ Inconsistent descriptions
✗ Not documenting scope creep

Invoicing Integration

Export Options

EXPORT FORMATS
══════════════

CSV EXPORT:
├── Task name
├── Date
├── Hours
├── Rate
├── Amount
├── Description
└── Category

PDF REPORT:
├── Client header
├── Summary section
├── Detailed line items
├── Total and tax
└── Payment terms

ACCOUNTING INTEGRATION:
├── QuickBooks export
├── Xero export
├── FreshBooks export
└── Custom webhook