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Taylor is a project manager in an environmental consulting company called the Apollo Consulting Group. She wants to track the billable work on the sustainability and environmental assessment that her team of consultants is doing for a customer called Lunar Industries. When the project is done, she will run a report on the billable hours logged and send that to her Accounting team. Then they can create an invoice for Lunar Industries based on this billable time data.
The setup
Related topics: Project Permissions, Best Practices for Tracking Billable Hours, and Creating and Deleting Teams
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Related topics: Jira Administrator Permissions and Project Permissions
The team of consultants all need to have the Set Billable Hours permission for the Lunar Sustain Jira project on which they're working. This permission displays the Billable hours field in the Log Time form for only those who have this permission.
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From the Lunar Sustain project in Jira, Taylor opens Project Settings > Permissions, which opens the permission scheme that has been created for only those Jira projects that need to use the Set Billable Hours permission.
She clicks Edit beside the Set Billable Hours permission in the list, and grants it to the Project Role called Consultants, of which the consultants in her team are members.
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Now Taylor and her team can log their billable time to issues in the Jira project. They can log time in My Work or log time from the Jira issues in which they're working.
In Tempo Timesheets, Taylor clicks Log Time on the current day in My Work to open the Log Time form, then selects a Jira issue from the Lunar Sustain project.
She enters 5 as the total number of hours worked in the Duration field.
To see the Billable hours field in the Log Time form, she clicks Show hidden fields.
By default, the same number of hours appears in the Billable hours field as in the Duration. However, she changes the billable hours to 3 hours since some of the work she did on this issue was correcting a mistake she made in her report, so she didn't want to charge that to Lunar Industries.
Taylor and her team continue to log their billable in this way for the length of the project.
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Taylor selects Teams
in the Tempo sidebar, then clicks the name of her team to open its Overview.In the top-right, she clicks Timesheet to open her team's timesheet.
In the Timesheet, all logged hours done by each team member are shown by default, so to see the billable hours as well, she opens the menu at the top-right and checks the Billable option.
Step 4: Create a report of billable hours for the project
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Taylor selects Reports
in the Tempo sidebar, then clicks the Logged Time tile.In the report wizard that opens, she selects PROJECTS from the Filter by field and checks Lunar Sustain.
In the Group by field, she selects User and Issue. This way, the time logged to each Jira issue is grouped under each consultant.
She clicks Create and the report is created, showing all the hours Logged by each consultant to each Jira issue in this project, for the current month.
She changes the time period shown using the date picker in the top-left: she clicks Last and then Month to display only that month.
This creates a dynamic-period report where the data shown is always for the last month relative to the current date. Dynamic-period reports make it easy to create report templates for regularly-run reports.
To see the billable hours as well, she opens the menu at the top-right and checks the Billable option, as she did in the team's Timesheet. Only hours that were logged in the Billable hours field in the Log Time form appear in this Billable column.
She can easily compare Logged versus Billable hours per consultant and per issue, as well as the totals of each at the bottom of their columns.
Taylor clicks in the Group by field, selects Worklog, and then clicks Apply to add the detail that the customer, Lunar Industries, will want to see in the invoice, which is the individual worklogs for each consultant on each issue.
Step 5: Save, share, and export the report for invoicing
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Taylor clicks the Save button at the top of the report and enters a name for this report, which she will run again next month for this project:
Billable Hours - Lunar Sustain Monthly
After the report is saved, she clicks Share in the top-right and selects those with whom she wants to share this report, such as the members of the Accounting team and her own team. They need to have the same permissions as she does to see the same data in this report.
Finally, she selects Export > XLS Report Data in the top-right to export this report as an Excel spreadsheet, and then sends that file to the Accounting team.
Based on the billable hours data in the spreadsheet, the Accounting team will create an invoice for the customer, Lunar Industries, and send it to them. And then the Apollo Consulting Group will get paid for their hard work!