Turn on time and project tracking

The Time & projects module records the hours spent on your clients’ projects, tracks their budget, and then invoices the hours in one click.

Before you start

• You must be an Administrator of the company to switch the module on.
• Your subscription must be active.

Switch on the module

1. Open Settings › Modules.

2. On the Time & projects card, click Switch on (1).

   

3. The Time and Projects menus appear in the sidebar, under Time & projects.

To turn it off, click Switch off on the same card, then confirm. The menus disappear for the whole team, but nothing is deleted: your projects and hours come back if you switch the module on again.

Set rounding and rates

The settings apply to the whole company. Open Time, then click the settings icon, to the left of Add time.

1. Rounding of durations: None, or a step of 5, 6, 10, 15 or 30 minutes. With a 6-minute step (0.1 h), the hours come out as round figures on the invoice.
2. Rounding direction: Up (7 minutes become 12 minutes with a 6-minute step) or To the nearest (7 minutes become 6 minutes, with at least one step). Rounding applies when the hours are saved; hours already entered do not change.
3. Company hourly rate: the default rate, excluding VAT.
4. Usual rate of each person: optional, for a person invoiced at a different rate.
5. Click Save.

Which rate applies?

The first one that exists, in this order: the rate entered on the time entry itself, the person’s rate on the project, the project’s rate, the person’s usual rate, then the company’s rate. An hour with no rate at all cannot be invoiced: the report and the invoicing flag it (no rate).

Who can do what

Permission	What it allows	Roles that have it
timetracking.track	Enter, edit and time your own hours.	Administrator, Manager, Member
timetracking.view	See all projects, everyone’s hours, the rates and the report.	Administrator, Manager, Viewer
timetracking.manage	Manage projects, rates, settings, and everyone’s hours.	Administrator, Manager
timetracking.invoice	Invoice the hours (together with the right to create invoices).	Administrator, Manager

A member who records their hours sees only their own, without the amounts. An administrator can adjust a person’s permissions in Users.

Project time is not working time recording

To Bill records durations per project and per day, to invoice and track budgets. It does not record the start and end times or the breaks that employment law requires you to keep. If your employees are subject to it, keep that record separately.

Legal basis

• The employer keeps the records of working time available to the authorities: Art. 46 ArG, the Federal Act on Work in Industry, Crafts and Commerce (Employment Act; German version: fedlex has no English one). These records show in particular the daily and weekly working time, with its start and end times, and breaks of half an hour or more, and are kept for five years: Art. 73 ArGV 1, Ordinance 1 to the Employment Act. Simplified recording, or waiving it, is possible under certain conditions: Art. 73a and 73b ArGV 1.