GitScrum
Try free

Billable Time

The Billable Time view provides a comprehensive breakdown of time entries that can be invoiced to clients. It separates billable from non-billable work, calculates costs based on hourly rates, and helps you prepare accurate invoices for your projects.

This financial tool is essential for agencies and freelancers who bill clients based on time spent. It aggregates time tracking data, applies configured hourly rates, and presents a clear picture of what work is ready for invoicing.

Understanding the Interface

Summary Cards

The header section displays key metrics at a glance:

  • Total Hours: All time logged in the selected period
  • Billable Hours: Hours marked as billable (excludes internal, administrative, or non-billable time)
  • Billable Cost: Total monetary value calculated from billable hours × hourly rates
  • Billable Rate: Percentage of total time that is billable

Period Filters

Quick filter buttons let you select common time ranges: Today, This Week, This Month, or custom date ranges. These filters determine which time entries appear in your analysis.

View Tabs

Navigate between different perspectives:

  • Summary: Overview with aggregated totals and quick stats
  • By Developer: Breakdown of billable time per team member
  • By Task: Detailed view of time entries grouped by task
  • Invoice Ready: Time entries prepared for export to invoicing

Working with Billable Time

Reviewing Time Entries

The table view shows individual time entries with essential details:

  • Entry date and time duration
  • Team member who logged the time
  • Task or activity description
  • Billable status (indicated by color coding)
  • Calculated cost based on the assigned hourly rate

Invoice Status Tracking

Time entries progress through invoice states:

  • Not Invoiced: Available for billing, hasn't been included in an invoice yet
  • Pending: Added to a draft invoice but not yet sent
  • Invoiced: Included in a sent invoice
  • Paid: Payment received for this time entry

Exporting for Invoicing

Select time entries ready for billing and export them for your invoicing workflow. The export includes all necessary details: dates, descriptions, hours, rates, and totals.

Configuring Hourly Rates

Billable costs are calculated using hourly rates configured in your project settings. You can set:

  • Default project rate: Applied to all team members unless overridden
  • Per-developer rates: Individual rates based on seniority or role
  • Task-type rates: Different rates for development, design, consulting, etc.

Navigate to Project Settings → Budget → Rates to configure these values.

Quick Start (3 minutes)

Goal: Review this week's billable time and identify the total invoice amount

  1. Click the "This Week" period filter
  2. Check the Billable Cost card in the summary section
  3. Switch to the "By Developer" tab to see who logged the most billable time
  4. Switch to the "By Task" tab to understand which tasks consumed the most hours
  5. Note the billable percentage—this shows your project's billing efficiency

Result: You now know exactly how much billable work was completed this week and by whom. This information is ready for client invoicing.

Next: Export the billable entries or navigate to Client Flow to create an invoice.

Filtering and Analysis

By Team Member

The "By Developer" tab shows each person's contribution:

  • Total hours logged
  • Billable vs non-billable breakdown
  • Cost contribution based on their hourly rate
  • Comparison to team average

By Task

The "By Task" tab provides granular detail:

  • Time spent on each specific task
  • Task status and sprint association
  • Multiple developers who worked on the same task
  • Rollup totals for related tasks

Best Practices

  • Review billable time weekly. Catch unbilled work before it becomes stale.
  • Configure accurate hourly rates upfront. Retroactive rate changes create reconciliation issues.
  • Mark time correctly when logging. Training the team on billable vs non-billable ensures accurate reports.
  • Aim for 70%+ billable rate. This indicates healthy project economics.
  • Export and invoice promptly. Clients expect timely billing.

Limitations

  • Billable time calculations depend on accurate time logging by team members
  • Hourly rates must be configured in project settings before costs calculate correctly
  • Historical rate changes do not retroactively recalculate past entries

Related Features

← Previous Next →