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Billable Hours Tracking
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
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PROJECT: Client A Website
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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
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Click "Start Timer" on task
Work on task
Click "Stop" when done
Time logged automatically
OPTION 2: Manual Entry
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Open task
Add time entry: "2h 30m"
Add description: "Frontend styling"
Save
OPTION 3: Quick Log
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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
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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
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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