Tracking billable and non-billable work using Accounts in Tempo for Cloud

In this tutorial, you will learn how to use Tempo Accounts to track both billable and non-billable hours in order to create an invoice for a customer. You need Tempo Timesheets for Cloud to complete these tasks.

In this tutorial:

The Tempo Account custom field needs to be added to the Jira Issue view in order to be able to log time to accounts. A Jira Administrator can add the Tempo Account custom field to the Jira Issue view.

Step 1: Create a customer


Beverly wants to track both billable and non-billable hours using accounts for a customer. Before she begins, she needs Tempo Account Administrator permissions to create a new customer, accounts, and categories. These permissions can be granted by anyone who has Jira Administrator permissions.

 To grant Tempo Account Administrator permissions...

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You need to have Jira administrator permissions to grant any of these Global permissions.  

Global Permissions are high-level Jira Global permissions that are applied to the Jira site on which your Tempo apps are installed. When you install a Tempo app, several of Tempo's own permissions (described below) are added to the Jira Global Permissions page. Tempo's global permissions are about giving people access to Tempo products, as well as specifying the key people for administering Tempo for your company. As with Jira Global Permissions, you grant Tempo global permissions to groups of Jira users.

For the best experience with Tempo, you may want to create different Jira groups for your Tempo needs according to your company. Then it's easy to add or remove users from these group as situations change: no need to grant permissions on an individual basis. See Best Practices for Setting Up Tempo Timesheets for more information.

To grant Global permissions for classic Jira projects:

  1. Make sure you have Jira administrator permissions.
  2. Go to Jira Settings > System > Global permissions.
    Tip: You can also go to Tempo Settings > Permission Overview, click the Global icon, then select the link to open the Jira Global permissions page.
  3. At the bottom of the page, under Grant Permission, select the Tempo permission you want (see table below).
  4. Select the Jira group to which you wish to grant this Tempo permission, then click Add.

To grant Global permissions for Jira Next-Gen Projects: 

  • In your next-gen project, select Project Settings Access.


Global PermissionDescriptionWho should have this permission?Useful information
Tempo Timesheets Access

Grant or deny access to Tempo Timesheets to specific groups in your organization, or to external Jira users with permission to view your Jira issues.

All Jira users in your organization are granted access by default.

Any Jira user in your organization who needs to use Tempo Timesheets.


You can use this permission to restrict access to only those who need to use Tempo TImesheets by modifying the membership in the appropriate Jira groups.

This permission does not restrict developers from using the Tempo REST APIs according to their permissions.

Tempo Planner Access

Grant or deny access to Tempo Planner to specific groups in your organization, or to external Jira users with permission to view your Jira issues.

All Jira users in your organization are granted access by default.

Any Jira user in your organization who needs to use Tempo Planner.

You can use this permission to restrict access to only those who need to use Tempo Planner by modifying the membership in the appropriate Jira groups.


Tempo Cost Tracker AccessGrant specific groups in your organization or external Jira users with the required permissions access to Tempo Cost Tracker. Only Jira administrators are granted access by default. Any Jira user in your organization who needs to use Tempo Cost Tracker, such as project managers who want to track the costs of their projects and others who need to see this data.Granting access to Tempo Cost Tracker allows them to view all worklogs from Tempo Timesheets. Make sure that the people you add have the correct authorization in accordance with your organization's privacy policy.
Browse users and groupsPermission to view lists of Jira user names and group names, and to select users or groups from the lists.Many users might require this permission, for example:
  • Tempo Team Administrators (see below) require Browse Users permission so that they can add members to teams.
  • Those who require Browse Users permission to be able to reassign issues to other users.

Tempo AdministratorsPermission to manage internal issues, open and close worklog periods, test who can edit worklogs, configure the working week, and specify public holidays.

Any manager or administrator who needs to manage all Tempo apps for their organization.

By default, Jira Administrators are in a Jira group that has the Tempo Administrators permission.

Some Tempo Timesheets administrative tasks require Jira Administrators permission.

Tempo Account Administrators

Permission to create, configure, and delete accounts. 


Any project or financial manager who needs to work with client and financial data, such as billing for invoices or tracking Capex/Opex for accounting purposes.
  • By default, Jira Administrators are in a JIra group that has the Tempo Account Administrators permission.
  • Only users with Approve Timesheet permission (see Team Permissions) can approve accounts.
  • Some account configuration tasks require Jira Administrators permission, such as configuring these account settings:
    • Whether the account value is cleared when issues are moved between projects.
    • An alternative name for the account field.
    • Whether an account value is required or optional in a field configuration.
Tempo Team Administrator
  • Permission to create, configure, and delete teams, to manage team permissions, and to browse teams. 
  • Permission to assign Team Leads per team.
  • Permission to create, configure, and delete programs (groups of teams) and iterations for programs.
  • Permission to plan time for teams and team members.
Any department or HR manager, project or team lead, or resource manager who needs to manage the teams at an organization level. 
  • By default, Jira Administrators are in a Jira group that has the Tempo Team Administrators permission.
  • Tempo Team Administrators can grant themselves Approve Timesheet permission and Plan Time permission (see Team Permissions).
  • Tempo Team Administrators permission is not sufficient for moving employees between different types of working week or sets of public holidays.



Beverly creates a new customer called Zaibatsu. She assigns ZBT as the Key, which is a unique identifier.

 To create a new customer...

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Creating and editing customers requires the Tempo Account Administrator permission.

Customers are an important partner to Tempo accounts. By creating customers in Tempo, you can associate customers with your accounts. This in turn allows you to filter by customers within Tempo reports – and to consolidate customer-specific data across many different accounts when reporting on logged or planned time.

Creating Customers

  1. Select Accounts  in the Tempo sidebar.
  2. Select Customers at the top-right.
  3. In the Customers view, click + Create customer and enter a name and a unique key. (You can edit the customer name and key later.)
  4. Click Create to create the new customer.

Linking Customers to Accounts

Once you have created customers, you can link them to one or more accounts, depending on your needs. 

  1. Navigate to the Accounts main page and click on the name of the account you would like to link.
  2. Click on the field next to Customer and select the customer name from the drop-down list.

Customers can be linked to multiple accounts - but each account can only have one customer.

Viewing Customer Information

If you are an Account Lead, you can view customer information for the accounts you lead. Simply navigate to the Customers page and click on the customer name whose details you want to view. The Customer details view is then displayed.

  • Accounts associated with the customer are organized by category (if applicable). You can click the account name to go to the Accounts Overview. Similarly, in the Accounts Overview you can click the customer name to return to the Customer details view.
  • Only open accounts are shown in the Customer details view.

Deleting Customers

You can delete customers that are not linked to accounts. In the Customers view, click Delete in the Action column for the relevant customer.

Step 2: Create categories for the accounts


Next, Beverly creates two new categories for the customer's billable and non-billable accounts. One category is called Research and she assigns RES as the Key, then sets the Type to Billable. The other category is called Training and she assigns TRN as the Key, then sets the Type to Internal, which can be used for non-billable hours. 

 To create a new category...

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Creating categories requires the Tempo Account Administrator permission.

Categories provide an efficient way to categorize work by type. You can create categories to group hours by cost center and work activities. For example, if you have several accounts containing sales and marketing data, you could create a new 'Sales and Marketing' category and assign those accounts to it.

To create an account category:

  1. Select Settings  in the Tempo sidebar.
  2. Under Accounts, select Account Categories.
  3. In the Account Categories view, enter a Key and Name for the new category and select a category Type:
    1. Billable - hours logged are billed to a customer or billed internally; for example, consultancy work for a customer or hours that an internal service department bills other departments.
    2. Capitalized - hours logged that add capital to the business and are not billed; for example, hours that are invested in product development.
    3. Internal - hours logged to ongoing activities within the organization that are not billed and do not directly add value to the business; for example, internal training, vacations, or sick leave. See Creating and Configuring Internal Issues for general information.
    4. Operational - hours logged related to business operations; for example, time spent on marketing activities, internal systems, or customer support (other than billable support).
  4. Click Add to create the new category.

Deleting Account Categories

You can delete account categories that are no longer needed.

  • In the Account Categories view, click Delete in the Action column for the category you want to delete.

Note

If an account is linked to one or more projects or issues, Tempo notifies you that the account is still in use and that you must remove any links before you can delete the account.

Step 3: Create two accounts


Beverly needs to create two new accounts for the customer for tracking work. One is called ZBT Billable with Research as the Category, and the other called ZBT NonBillable with Training as the Category.

 To create an account...

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Creating and editing accounts requires the Tempo Account Administrator permission. The Account Lead for the account can also create and edit accounts.

You can create accounts for customers for the purpose of invoicing them. You can then connect the accounts to the Jira projects that you will be working on for the customer. Customers and accounts are created and managed in the Accounts view.

Note

  • It is also possible to import accounts in a pre-made *.csv or *.xml file.
  • The Account Custom Field is installed automatically with Tempo Accounts, but may need to be configured further, depending on how you want to associate the account information.

To create an account:

  1. Select Accounts  in the Tempo sidebar.
  2. Click +Create Account at the top-right.
  3. Fill in the Create Account dialog box:
    1. Name - A descriptive name for the account. The combination of the account name and key is used to display the account in Jira issues or in the Log Time dialog box in Tempo Timesheets, depending on configuration.
    2. Key - The account key needs to be unique for the account. A suggested key based on the account name is auto-generated, but you can enter any value you choose. The key can use letters (a-z, A-Z), digits (0-9), underscore ("_"), dash ("-") or a dot ("."). The key cannot be changed after the account is created.
    3. Lead - The account lead is responsible for the account. You can either select an existing Jira username or simply enter a name.
    4. Category - Optional. Select a category to associate with the account from the dropdown. The account category is a way to group different cost centers and work activities, such as Development or Marketing. To create or edit categories, click the settings icon  at the top-right, and select Categories.
    5. Customer - Optional. Select a customer to associate with the account from the drop-down menu. The customer does not need to be an outside customer, it may simply be a way to group together a common entity (Jira projects or cost centers) of your definition for the projects linked to the account. 

    6. Contact - Optional. Depending on the purpose of the account, for internal or external use, the contact may or may not be a Jira user.

    7. Projects - Select the projects that include issues you will be logging time on for this customer. You can link more than one project to an account.
  4. If you want to create another account, select the Create another check-box.
  5. When you are finished, click Create.

Global Accounts

You can create a global account that is linked to all projects. To do so, first create an account as described above, then:

  1. Click the Account name in the list to access the Account Overview.
  2. Under Links to Projects, select the Make this account global checkbox.

Note

  • Having a large number of global Accounts can slow down the option to select an Account in the Account custom field on issues.

Editing Account Information

You can edit the following account information account: account name, customer, category, status, monthly budget, lead, and contact. 

  1. In the Accounts view, click the name of the account you want to edit.
  2. Edit the account NameCustomer, Category, Monthly Budget, Lead, and Contact. The account Key cannot be changed after the account is created.

Adding a Monthly Budget

Monthly Budget is used to display a status of hours worked vs the hours budgeted for the selected month. This is displayed in the Account Monthly Budget Burn-up Chart gadget available in Tempo Timesheets. Enter the hours that can be spent on the account during the period in the Monthly Budget field.

Tempo Account Monthly Budget Burn-up Chart

Step 4: Link each account to its related Jira projects

For each account, Beverly selects CLOUD and Tango OnDemand from the Projects dropdown to link them to that account.

 To link an account to a project ...

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Linking accounts to Jira projects requires the Tempo Account Administrator permission.

Tempo accounts can be linked to one or more Jira projects, and when the Account Custom field is set for your needs, the account is can be selected in Jira issues or the Log Time dialog box.

Linking on Create

When creating accounts, you can select the projects you want to link to the account. The projects can also be included in the imported file if the accounts are created with any of the Accounts Import features.

Linking in Accounts Configuration

It is possible to link already created accounts to more projects in the Accounts overview. 

  1. Select Accounts  in the Tempo sidebar.
  2. In the Accounts view, select the account to which you want to link Jira projects.
  3. Click + Add Project Link at the right and search for the project to which you want to link account. You can also select the Make this account global check-box if you want to link the account to all projects. Clearing the check-box will unlink a global account from all projects.

Keep the number of global accounts to a minimum because global accounts have a negative impact on Tempo Timesheets speed performance.

Linking in Project Administration

Users with the Tempo Account Administrators permission and who are in the Administration Role for the selected project can open the Accounts page in project settings. On the Project settings page you have the option to select an account as default for the project.

Note

Jira issues that were created before the project was linked to an account are not automatically set to the account value. The value needs to be set afterwards and it is possible to bulk edit the Jira issues. This option is not available for Next - Gen Projects.

Step 5: Link issues to the accounts and log time


Now Beverly needs to link individual issues to her billable and non-billable accounts, and then log some time to the issues. She starts by linking a billable issue, for example research, to the ZBT billable account.

When Beverly has updated the issue, she logs some time to it.

Similarly, she links a non-billable issue, such as Training, in the CLOUD project to her ZBT NonBillable account and logs time to the issue.

Step 6: Create a report for invoicing


All the work for Zaibatsu has been logged and now Beverly can generate a report that shows the billable versus non-billable hours. This will be the invoice that she sends to the customer.

She selects CUSTOMERS from the Filter by field and selects Zaibatsu. To group the data into the two accounts, she selects Account and Issue in the Group by field.

 To filter information in a report...

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She'll export this report as an Excel spreadsheet to invoice the customer.

 To print a report or export report data...

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Viewing worklogs for other team members requires the Browse Projects and the View All Worklogs permissions for each project.

To report on planned time, you need to have Tempo Planner installed. Viewing plans requires the View Plans permission.

If you want to continue working with your report data in another application, you can export the data to a CSV or Excel format. You can also print a copy or export it to a PDF for sharing and printing. When you export to CSV or Excel you get the "raw data" based on your filter but grouping is ignored. When you export to PDF or print, both filter and grouping is respected.

  1. Select Reports  in the Tempo sidebar and create or open the report you want to print or export.
  2. Click Export at the top-right, and then select an export option.

  • PDF - Immediately generates and downloads a formatted summary report that reflects the filters and groups you selected, and shows the total hours logged. The reporting period and total hours logged are displayed in the header, and the current date and page numbers in the footer.
  • Print - Opens the report as displayed in a preview tab from where you can change the orientation of the report before printing. You can save the report to PDF using the browser print options.

  • Export data - You can select CSV or Excel (XLS, XLSX) formats. The data file is generated and downloaded immediately.

Note

  • If you export your report in Excel format, Tempo will create a file with two tabs - Worklogs and Users. Worklogs shows the exported data with the Worklog column as the primary key, and Users shows the exported data with the Fullname of the user as a primary key.
  • If you are exporting a report containing characters from the Cyrillic alphabet, export to PDF before printing your report to ensure the proper display of your data. Also, earlier versions of Internet Explorer (7 and 8) do not support printing to PDF.

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Finally, she'll save this report so that she can run it again later. 

 To save a report...

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  • Viewing worklogs for other team members requires the View All Worklogs and Browse Projects permissions for each project.
  • To report on planned time, you need to have Tempo Planner installed. Viewing plans requires the View Plans permission.

You can build a library of reports and use them to quickly generate reports with your selected filters and groupings, using both fixed and floating date periods. When you save a report, you are saving the report layout. You are not saving the data. Every time you run the report, the report data is refreshed to include any changes.

Reports are saved to the Saved Reports section of the Reports overview where you can load them again.

Dynamic Period

You can set up dynamic reports for regular use, such as a Monthly report. By default, reports are generated for the current time period as defined in your system. You can select other periods using the date picker, such as Quarter, Month, and Week. The periods are dynamic, meaning that each time you run the report, it will always show data for the relevant period. For example, if you save a report showing data for Last Month, the report will always show data for the previous month relative to the current time. The report will update automatically if time records or your permissions are modified.

Fixed Period

You can save static reports for your records. Fixed-period reports are for a specific date range, for example, a specific week or selected days. If you have selected a fixed period for your report, such as by setting the From and To dates using the date picker, the report will be saved with the date range you selected. When you run the report, the data will be the same as before, but will update if any time records were changed for the specified report time period.

Saving Reports

  1. In the Reports overview, create the report. For more information about creating reports, see Creating Reports.
  2. Click Save at the top. Enter a name for your report, and then click Save report.
  3. A tile with the report name will be displayed on the main Reports page under Saved Reports. You can use this tile to load the report again whenever you need it.


Saving Edited Reports

You can edit a saved report and view results immediately, and then select to update the saved report or create a new one.

To save an edited report:

  1. In the Reports view, load your previously saved report.
  2. Edit the report as desired. The report name is labeled edited.
  3. If you want to overwrite the existing report, click Save. If you want to save the edited report as a different report, click the drop-down arrow next to Save, select Save as and enter a name your report.

Tip

You can delete your changes and return to the report as it was the last time you saved it. Select Discard changes on the Save drop-down menu.

Deleting Reports

You can delete reports you no longer need. This can be done from within the report itself or in the Reports overview.

To delete a report:

  1. Do one of the following:
    1. Find the report you want to delete in the Reports overview. Click the ellipsis (...) for the report, and then select Delete.

      -OR-
    2. In the report you want to delete. Click the drop-down arrow on the Save button, and then select Delete.
  2. Click Delete again to confirm.


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