Configuring Time Tracking for Billing

Accurate time tracking is essential for agency billing, project profitability, and capacity planning. Poorly configured time tracking leads to revenue leakage, disputed invoices, and inaccurate estimates. GitScrum's time tracking integrates seamlessly with tasks to capture billable hours effortlessly.

Time Tracking Challenges

Time Tracking Setup

Basic Configuration

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

ORGANIZATION SETTINGS:
├── Time tracking: Enabled
├── Default rounding: 15 minutes
├── Minimum entry: 15 minutes
├── Require description: Yes
├── Require task link: Yes
└── Weekly reminder: Friday 4pm

BILLABLE SETTINGS:
├── Default: Billable
├── Override per project: Yes
├── Categories: Billable, Non-billable, Internal
└── Client rate: Per project/task type

APPROVAL WORKFLOW:
├── Approval required: Yes
├── Approver: Project manager
├── Lock after approval: Yes
└── Edit window: 7 days

Rate Configuration

BILLING RATE STRUCTURE
══════════════════════

RATE LEVELS:
├── Organization default: $150/hr
├── Project override: Per client
├── Role-based: By team member
└── Task type: By work category

EXAMPLE SETUP:
─────────────────────────────────────
Client: Acme Corp
Project Rate: $125/hr

Role Rates:
├── Senior Developer: $150/hr
├── Developer: $125/hr
├── Designer: $140/hr
└── Project Manager: $130/hr

Task Type Rates:
├── Development: $125/hr
├── Design: $140/hr
├── Consulting: $175/hr
├── Support: $100/hr
└── Admin: Non-billable
─────────────────────────────────────

Time Entry Workflow

Logging Time

TIME ENTRY PROCESS
══════════════════

METHOD 1: Timer
─────────────────────────────────────
1. Open task
2. Click "Start Timer"
3. Work on task
4. Click "Stop Timer"
5. Add description
6. Submit

METHOD 2: Manual Entry
─────────────────────────────────────
1. Open task or time log
2. Enter date, duration
3. Select billable/non-billable
4. Add description
5. Submit

METHOD 3: Bulk Entry (end of day)
─────────────────────────────────────
1. Open time log view
2. Add entries for each task
3. Review totals
4. Submit all

Entry Best Practices

GOOD TIME ENTRY EXAMPLE
═══════════════════════

Task: Implement user authentication
Date: March 10, 2024
Duration: 2h 30m
Billable: Yes
Rate: $125/hr

Description:
"Implemented OAuth flow with Google.
Set up token refresh logic.
Added error handling for auth failures."

────────────────────────────────────

BAD TIME ENTRY (avoid):
Duration: 5h
Description: "Worked on auth"

ISSUES:
✗ No specific details
✗ Hard to justify in invoice
✗ No context for future reference

Categories and Codes

Time Categories

TIME CATEGORY STRUCTURE
═══════════════════════

BILLABLE CATEGORIES:
├── Development
│   ├── Frontend development
│   ├── Backend development
│   ├── API integration
│   └── Bug fixes (billable)
├── Design
│   ├── UI design
│   ├── UX research
│   └── Prototyping
├── Consulting
│   ├── Strategy sessions
│   ├── Technical consulting
│   └── Training
└── Project Management
    ├── Client meetings
    ├── Planning
    └── Reporting

NON-BILLABLE CATEGORIES:
├── Internal
│   ├── Team meetings
│   ├── 1:1s
│   └── Training
├── Administrative
│   ├── Time tracking
│   ├── Email
│   └── Documentation
└── Business Development
    ├── Sales calls
    ├── Proposals
    └── Networking

Approval Workflow

Review Process

TIME APPROVAL WORKFLOW
══════════════════════

WEEKLY CYCLE:
─────────────────────────────────────
MON-FRI: Team logs time
FRIDAY:  Submit weekly timesheet
MONDAY:  Manager reviews/approves
TUESDAY: Locked for billing
─────────────────────────────────────

SUBMISSION:
┌───────────────────────────────────────────────┐
│  Weekly Timesheet: March 4-10                 │
├───────────────────────────────────────────────┤
│  Billable:     32.5 hrs    $4,062.50          │
│  Non-billable:  7.5 hrs                       │
│  Total:        40.0 hrs                       │
├───────────────────────────────────────────────┤
│  Status: Pending Approval                     │
│  [Submit for Review]                          │
└───────────────────────────────────────────────┘

APPROVAL:
├── Reviewer sees all entries
├── Can approve/reject each
├── Comments on issues
├── Bulk approve option
└── Final lock after approval

Rejection Handling

REJECTION WORKFLOW
══════════════════

REJECTION REASONS:
├── Missing description
├── Unclear task context
├── Incorrect category
├── Suspicious duration
└── Missing task link

PROCESS:
1. Reviewer rejects entry
2. Comment explains issue
3. Employee notified
4. Employee corrects entry
5. Resubmit for approval
6. Reviewer re-reviews

EXAMPLE REJECTION:
─────────────────────────────────────
Entry: 8h Development on Task #234
Reason: "8 hours on a 2-hour estimate.
Please break down work performed or
adjust if this includes other tasks."
─────────────────────────────────────

Billing Reports

Invoice Preparation

BILLING REPORT STRUCTURE
════════════════════════

CLIENT: Acme Corp
PERIOD: March 1-31, 2024

SUMMARY:
┌────────────────────────────────────────────────┐
│  Category          │  Hours  │  Rate   │ Total │
├────────────────────────────────────────────────┤
│  Development       │  85.5   │  $125   │ $10,687│
│  Design            │  24.0   │  $140   │  $3,360│
│  Project Mgmt      │  12.0   │  $130   │  $1,560│
│  Consulting        │   4.0   │  $175   │    $700│
├────────────────────────────────────────────────┤
│  TOTAL             │ 125.5   │         │$16,307│
└────────────────────────────────────────────────┘

DETAIL (exportable):
├── Date
├── Team member
├── Task/description
├── Hours
├── Rate
└── Subtotal

Profitability Analysis

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

Project: Acme Website Redesign

BUDGET:
├── Quoted: $50,000
├── Hours budgeted: 400h

ACTUAL (to date):
├── Hours logged: 320h
├── Hours remaining: 80h
├── Revenue billed: $40,000
├── Internal cost: $24,000
├── Gross margin: $16,000 (40%)

PROJECTION:
├── Est. total hours: 380h
├── Est. total revenue: $47,500
├── Est. margin: 38%
├── Status: On track ✓

Best Practices

For Time Tracking

1. Log daily — Don't wait until week's end
2. Be specific — Descriptions help invoicing
3. Categorize correctly — Billable vs non-billable
4. Review weekly — Catch errors early
5. Analyze trends — Improve estimates

Anti-Patterns

TIME TRACKING MISTAKES:
✗ Logging at end of month
✗ Vague descriptions
✗ Everything marked billable
✗ No approval process
✗ Ignoring non-billable time
✗ Not comparing to estimates
✗ Manual invoice creation

Related Solutions

• Billable hours tracking
• Tracking project profitability
• Generating client invoices from time logs