This tutorial is created using Timesheets Version 9.
In this tutorial, you will track hours worked for a customer, both billable and non billable, to support invoicing. You will create a customer, category, and accounts. Then you will link billable and non-billable issues to the accounts and log time to those issues. Finally, you will view all billable hours vs. non-billable hours. You need Tempo Timesheets for Server to complete these tasks.
Make sure that the Account field is available in the Issue view.
Step 1: Creating a new customer
The first step in tracking customer accounts is to create new customers, accounts, and categories. Create a new customer called Zaibatsu. Enter ZHI as the unique key for this customer.
To create a customer...
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.
Customers with Tempo Timesheets versions prior to 10.18.4 can create customers as follows:
- Select Accounts in the Tempo sidebar.
- Click Customers at the top-right.
- In the Customers view, enter a name for the customer and a unique key in the fields at the top of the customers list. (You can edit the customer name and the key later.)
- Click Add to create the new customer.
Customers with Tempo Timesheets 10.18.4 and up should do the following to create customers:
- Select Accounts in the Tempo sidebar.
- Select Customers at the top-right.
- In the Customers view, click + Create customer and enter a name and a unique key. (You can edit the customer name and key later.)
- 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.
- Navigate to the Accounts main page and click on the name of the account you would like to link.
- 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 name of the customer whose details you want to view. The Customer Overview 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 Overview.
- Only open accounts are shown in the Customer Overview.
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: Creating a category for your account
Categories are used to group accounts. In Tempo Settings, create a new category for your billable accounts. Call this category Billable, assign it the key 310, and select Billable as the type.
To create an account category...
Creating categories requires the Tempo Account Administrator permission.
Categories provide an efficient way to categorize logged time 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. Each account category you create needs to have one of four predefined Types that classify the account category for different uses in Tempo.
To create an account category:
- Select Settings in the Tempo sidebar.
- Under Accounts, select Account Categories.
- In the Account Categories view, enter a Key and Name for the new category, and select a category Type:
- 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.
- Capitalized - hours logged that add capital to the business and are not billed. For example, hours that are invested in product development.
- 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. These are known as Internal issues in Tempo. Note that you still need to enter 0 in the Billable field when you're logging time to an Internal account - see Creating Non-billable Accounts for Internal Issues - Tempo Server for information.
- Operational - hours logged related to business operations. For example, time spent on marketing activities, internal systems or customer support (other than billable support).
- 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.
Step 3: Creating a new account
Now create a new account and connect it to your new customer. Name the account Tango Capex, assign it the key TCAP, and assign Taylor as the Team Lead. Select the customer and category you created. Also, connect the account to the Tango OnDemand project.
To create an account...
Creating and editing accounts requires the Tempo Account Administrator permission.
You can create accounts to organize the logged time data in your organization. There are different reasons you may want to do this, such as for the purpose of invoicing customers or tracking your capitalized expenses (Capex). You can associate a customer to an account, but it's not required.
A powerful feature with Tempo accounts is that you can connect the accounts to the Jira projects that you and your organization will be working on, which lets employees then log their time to a specific account. Doing this will help you organize your data easily later on in reports; for example, you can filter a Logged Time report by the accounts and get a clear view of how much time has been spent on each one.
To create an account:
- Select Accounts in the Tempo sidebar.
- Click the +Create Account button at the top-right.
- Fill in the Create Account form:
- 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 form in Tempo Timesheets, depending on configuration.
- 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 like. The key can use letters (a-z, A-Z), digits (0-9), underscore ("_"), dash ("-") or a dot ("."). You cannot change the key after the account is created.
- Lead - The account lead is responsible for the account. You can either select an existing Jira user's name or simply enter a name.
- 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. There are four types of categories you can use: Billable, Capitalized, Operational, and Internal.
To create or edit categories, click the settings icon at the top-right, and select Categories.
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.
Contact - Optional. Depending on the purpose of the account, for internal or external use, the contact may or may not be a Jira user.
- Projects - Select the projects that include issues you will be logging time on for this account. You can link more than one project to an account.
- If you want to create another account, check the Create another box.
- When you are finished, click Create.
You can create a global account that is linked to all projects. To do so, first create an account as described above, then:
- Click the Account name in the list to access the Account Overview.
- Under Links to Projects, select the Make this account global checkbox.
Editing Account Information
You can edit the following information about an account: account name, customer, category, status, monthly budget, lead, and contact.
- In the Accounts view, click the name of the account you want to edit.
- You can edit the account Name, Customer, 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 budget for the selected month. This is displayed in the Account Monthly Budget Burn-up Chart gadget available in Tempo Timesheets. In the Accounts view, 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: Creating a non-billable account
You also want to be able to track time and expenses that are not billed to the customer, so you need to create another account for your customer, but this time it should be an account for non-billable hours. To do this, repeat steps 2 and 3 above. Name the account Tango Opex and make sure in step 2 that you choose a non-billable category type, for example, Operational or Internal.
Step 5: Linking an account to the project
Now you have billable and non-billable accounts connected to your customer. If you did not link the accounts to a Jira project upon creation, you can now link them to the Jira project that you will be working on for this customer. Link both your Tango Capex and Tango Opex accounts to the Tango OnDemand project.
To link an account to a project...
Linking accounts to Jira projects requires the Tempo Account Administrator permission.
Tempo accounts can be linked to one or many Jira projects. By linking accounts to projects and with the Account Custom field set for your needs, the account becomes a select option, either 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.
- Select Accounts in the Tempo sidebar.
- In the Accounts view, select the account you want to link Jira projects to.
- 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.
Step 6: Linking issues to billable and non-billable accounts and logging time
The Tango OnDemand project is now linked to your billable and non-billable accounts. Now link individual issues to your billable and non-billable accounts, and then log some time to the issues.
Start by linking a billable issue, for example development, to the billable account you created in Step 3 above.
When you have updated the issue, log some time to it. Similarly, link a non-billable issue, such as Training, in the Tango OnDemand project to the non-billable account you created in Step 4 above. Then log time to the issue.
Step 7: Viewing all billable hours vs. non-billable hours
To view all hours spent on issues linked to each of the two accounts, billable and non-billable, simply generate a custom report, filter it by Customer, and group the information by Account. Finally export the data for invoicing.
To filter information in a custom report...