Tracking billable and non-billable time using billable functionality in Tempo for Server version 8

This tutorial is created using Tempo Version 8.

In this tutorial, you will track hours worked related to a customer, both billable and non-billable, to support invoicing. You will create a customer and accounts. Then you will link billable and non-billable issues to the accounts and log work on those issues. Finally, you will view all billable hours vs. the non-billable hours. You need Tempo Timesheets for Server to complete these tasks.

In this tutorial:

Make sure that the Account field is available on the Issue page and the Billable field is enabled in Global Tempo Configuration.

Step 1: Creating a new customer

The first step in tracking customer accounts is to create the customer. Create a new customer called Zaibatsu. Enter ZHI as the unique key for this customer.

 To create a customer...

To create a customer in Tempo for Server, you need Tempo Account Administrator permissions:
  1. From the Tempo menu, click more... under Accounts.
  2. From the Manage dropdown at the right, select Customers.
  3. Enter a Key and Name for the new customer. The customer can be renamed, but the key cannot be renamed after creation.
  4. Click Add to create the new customer.

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Step 2: 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.

 To create an account...

To create an account, you need Tempo Account Administrator permissions:
  1. From the Tempo menu, click more... under Accounts.
  2. Click Create Account at the top-right.
  3. In the Create Account dialog, enter or select the information for the account:
    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 Work dialog 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 (".").
    3. Lead: the account lead is responsible for the account. You can either select an existing Jira username or simply enter a name.
    4. 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.

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

    6. Category: Optional. Select a category to associate with the account from the dropdown. The category is a way to group different cost centers and work activities, such as Development or Marketing.
  4. When you are finished, click Create. The account is added to the list on the Accounts page and can be opened from there.

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Step 3: Linking the project to the account

With billable and non-billable accounts connected to your customer, you can now link the accounts to the Jira projects that you will be working in for this customer. Link both your Tango Capex and Tango Opex accounts to the Tango OnDemand project.

 To link an account to a project...

You can link accounts to one or many Jira projects. To link an account to Jira projects, you need Tempo Account Administrator permissions.
  1. From the Tempo menu, click more... under Accounts.
  2. Click the account to which you want to link Jira projects.
  3. The account's overview page is displayed. Click Configuration at the upper-left.
  4. Click Links in the left-hand sidebar. 
  5. From the Project drop-down, select the project you want to link to the account. 
  6. Click +Link. The selected project is listed on the page. You can click Delete link to unlink it from the account.

To link the account to all Jira projects:

Accounts that are linked to all Jira projects are called global accounts. 

  • On the account links page, click the gear icon , and then click Link account to all projects (global).

Step 4: Logging work and specifying both worked and billable hours

Having set up your project and connected it to your customer's account, you are ready to log work on the project issues. Enter the the total hours worked and specify the number of billable hours for the worklog in the Billed field.

Step 5: Viewing all billable hours vs. non-billable hours

You can generate a custom report to view all hours spent on the customer's projects. Filter the report by customer. Display the report in a Grid View and select Billable under Columns. You can then compare the billable hours and the total hours worked for the customer. You can also export the data for invoicing.

 To filter information in a custom report...

To filter information in a custom report in Tempo for Server:
  1. From the Tempo menu, click Reports.
  2. Under Report Templates, click Custom Report.
  3. Click Filter by to select one or more criteria from the drop-down:
    1. Projects - filter the report by one or more projects.
    2. Teams - filter the report by one or more teams.
    3. Account - filter the report by one or more accounts.
    4. Account Category - filter the report by one or more account categories.
    5. Account Category Type - filter the report by one or more account category types.
    6. Customers - filter the report by one or more customers.
    7. Epics - filter the report by one or more epics.
    8. Issues - filter the report by one or more issues; you can choose to include sub-tasks.
    9. Users - filter the report by one or more users.
    10. Jira filters (JQL) - filter the report using a Jira filter.

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