Tracking non-billable activities is vital to managing expenses, identifying opportunities for development and managing client relationships. Certain clients have non-billable activities, while for other activities, certain fee rates are agreed upon. Clients are likely to reject your bills if these rules are not complied with. Non-compliance will harm the client-relationship and may result in delayed payment and higher write-offs.
You can set up recurring reports in Clocktimizer to proactively receive information detailing which time entries might get rejected.
How to create a non-billable activities report?
Step 1: Go to the Drilldown in the menu bar;
Step 2: Select Activity as a Selection filter, then search for and choose the non-billable activities you would like to create a report on, for example Travelling, Travel Expenses or Internal Meetings:
Step 3: Scroll down to Visualisation and select Timecards under Lists:
Clocktimizer generates a list of all the timecards with the non-billable activities you have selected:
Step 4: To generate a list of non-billable activities by Client, Practice group, Office or another metric, select Expanded under Lists:
Step 5: Click Compare and select the second layer of data to be added to the list:
Clocktimizer generates a list of non-billable activities and Clients associated with them:
How to search for non-billable terms?
To create a report on non-billable terms that are not in the list of Clocktimizer activities, follow these steps:
Step 1: Go to drilldown and select Search narratives in Selection:
Step 2: Type in a word that you know might be rejected by a client or billing system and click Apply. Let's use "travelling" in this example. Clocktimizer displays the total value of the narratives containing the word "travelling":
Step 3: Scroll down, click Visualisation and select Expanded under Lists:
Step 4: Click on Compare and select a type of data you want Clocktimizer to add as the second layer, for example, Practice group:
Clocktimizer generates a list of practice groups that recorded "travelling" in their narratives: