| U | V | W | X | Y | Z

A

Accounts

In the Accounts tab, you have complete control over your account in your workspace. Depending on your permissions, you can change other user’s name, see when user joined, see and deactivate their API key, remove them from your workspace, send forgotten password to them, log in as your user, or stop timer for another person.

Admin

Admin is a user role in Clockify’s access permission system. There are two types of users with admin roles: owner, who created the workspace, and admin. There can be only one owner, but multiple admins in one workspace. Admin can restrict user’s access, manage existing accounts and monitor productivity.

Alerts

You can set up alerts to help you keep a better track of your project’s estimates and get an email notification if a project completed a certain percentage of estimated time.

API key

An application programming interface (API) key is a code used to identify and authenticate an application or user. API keys are available through platforms and act as a unique identifier and provide a secret token for authentication purposes.

Approval

Users can submit their weekly sheets and time off requests to managers for approval. Admins then review and approve these requests for billing and payroll purposes.

Assignee

Assignee is a team member that has a task assigned to them.

Assignments

Assignment is a task assigned to a user (Assignee). 

Audit log

With Audit log, you can record everything that happens in your workspace and then later see who did what and when. This is an extra feature which you can enable by subscribing to Enterprise plan.

Auto tracker

With Auto tracker, you can see how much time you spend across programs and create timesheets based on your activity. Auto tracker can help you automatically track and check your computer activity for a certain time. It records the activity longer than 60 seconds by default, but this time be customized and adjusted to your needs.

B

Basic subscription plan

With the Basic subscription plan, you have access to all free features and also have some additional control over your account. Check out update and subscription for more information.  

Billable amount

Billable amount is the amount expressed in a certain currency and is billed to clients for the amount of work done by project assignees.

Billable hours

Billable hours are your tracked hours charged at a certain rate by which a client is billed for the time and effort you invested in working on a project.

Billable rate

Billable rate is a rate you define in the workspace settings to bill your clients.

Break entry

Break entry is a break block you can add on kiosk and web app to track your breaks while working on a project.

C

Calendar

Calendar tab lets you see all your tracked time in a calendar view.

Client

Client in Clockify is one of four levels of hierarchy by which you can categorize and analyze your time entries. It is based on a business client you can optionally assign to a project when working on it. This way, the projects you’re tracking time for can be grouped according to Clients, allowing you to search through tracked time more easily.

Clockify assignee

Clockify assignee is a user assigned to a project assignment in Clockify.

Clockify webhooks

With Clockify webhooks, you can send automated messages or information from Clockify to other apps. 

Cost amount (in reports)

Amount of money you pay to your team for the work done on a certain project.

Cost rate

Cost rate is the rate for which the cost amount is set.

Custom field

You can add additional fields to time entries that can help with tracking time and organizing the project according to your needs and preferences.

Custom reports

Clockify enables you to customize your reports by creating tables in Excel/Google Sheets. You can simply export the detailed report in CSV or Excel and create any kind of report you want.

Custom subdomain

Custom subdomain is a customized additional part of your domain name. Subdomains are created to organize and navigate to different sections in the Clockify app.

D

Dashboard

Visualizes your tracked time and the project your team is working on.

Detailed report

Detailed report lets you see, export and edit full details of all time entries.

Date format

Date format is a DD/MM/YY format used as a timestamp.

Day start

Marks the start of a new working day and it can be set in the profile settings. You can also get your daily emails sent each day reporting completed daily tasks on a  daily basis.

E

Expenses

Use expenses to record project-related expenses or fixed fees such as day rates, retainers, overtime pay, salaries. Expenses are unit-based (by hour, mileage, days, materials…). Expenses is an extra feature which you can enable by upgrading to Pro or Enterprise plan. 

Estimated time

Estimated time is the time estimated to be needed to complete a certain project or a task. Depending on the estimated time, users can also estimate the budget spent on a project.  

Enterprise subscription plan

Enterprise subscription plan affords users full control over their accounts. It includes all available features in all available plans.

Estimate

Estimate can refer to either time or budget estimate. For a time estimate you can define an overall time estimate for the whole project or each task individually. For a budget estimate, you can define an overall budget for the whole project, or an amount for each task individually. 

F

Force timer

Force timer is a feature with which you can disable manual mode in the workspace settings, so that users can’t add time manually. This is an extra feature which you can enable by upgrading your workspace to Pro or Enterprise plan.

Forecasting

Forecasting helps you visualize the progress of your project based on tracked time. You can see how you’ve performed on recurring projects each month and make predictions based on scheduled assignments and add estimates or budget to see if the project will go over or under them.
You can enable it by upgrading to Pro or Enterprise subscription plans.

Full member/user

Full members are user types available in the Kiosk. They have a name and an email, can log into Clockify and use apps (web, mobile, desktop), switch tasks and projects, record location and take up a full seat.  

G

Group

Group is used to easily manage assigned people on projects. Instead of adding people to projects one by one, you can create a group and assign it to a project in one click.

H

Hourly rate

Hourly rate is a billable time entry that is rated by hour. There are several types of hourly rates in Clockify: workspace rate, member rate, project rate, task rate and project member rate.

Historic rate

Historic rate represents an old rate to which the new one won’t be applied. For instance, if the team member rate changes from 20$ to 40$, then this new rate is applied to new time entries and the existing ones stay the same.

I

Idle time detection

Your computer can identify when you’re away and if you’ve accidentally left the timer running. This way, you can remove the idle time and have an accurate timesheet.

Integrations

Integration connects multiple platforms into one unified system. In our case, it connects Clockify app to a third-party system, so that these two systems can share information with each other. For more information, check out this article. By integrating these softwares with Clockify, you can start a timer from within other web tools like: JIRA, Asana, Trello, Todoist… etc. See the full list of integrations here. 

Invoice

An invoice is a document given to the buyer by the seller to collect payment. In Clockify, if you enable invoicing feature in the workspace settings, you’ll be able to create invoices in the app.

J

JIRA integration

Jira is a software application used for issue tracking and project management. JIRA is one of the integrations with which you can use Clockify to track time. With JIRA integration you can track time on issues directly from Atlassian JIRA. Clockify plugin for Jira is available in the Jira web app, mobile app for Android and iOS and macOS app.

K

Kiosk

Kiosk allows employees to clock in and out using a shared device whether it’s a tablet, cell phone, or some other device.

Kiosk assignee

Kiosk assignee is a user/employee assigned to Kiosk.

L

Labor cost

Labor cost is a feature that helps you define cost rate and see what you charge your clients as opposed to what you pay your team and track profitability.

Limited member/user

Limited member/user is a user type available in the Kiosk. Limited users don’t have an email and can only clock in via Kiosk. Limited user has only a name, can only use Kiosk, can clock in and clock out via a shared Kiosk without email. Limited members can be converted to full members.  

M

Manual estimate

Manual estimate is the estimate that you set manually for the whole project in the Project Settings tab.

Member rate

Member rate is a type of hourly rate which is defined on the Team page for each user.

Manager role

Manager role refers to two types of managers in Clockify: Project manager that can track time and edit every element of their project (e.g. set estimate, add task, manage project access) and Team manager that can view tracked time of their team members and groups, edit their team’s time (if enabled) and approve submitted timesheets.

Markdown

Markdown is a simple markup language that uses plain text formatting syntax. You’re “formatting” text when you add bold, italics, numbered lists, bullet points, headings, and so on. Markdown is a syntax (or set of rules) that is used to format text on web pages. It is intended to be converted to a structured HTML.

Milestone

Milestone represents the completion of a certain step in an overall completion of the whole project.

N

Newsletter

Newsletter is an email form sent to users on a monthly basis which lists improvements and updates made to the Clockify app. Users can receive these newsletter emails if they subscribe in the Manage email preferences in the Profile settings.

Non-billable hours

Non-billable hours are the hours users spend not actively working (e.g. emails, calls, preparing invoices… etc.) which, therefore, cannot be billed.

Note

Note in Clockify is a project note that allows you to add additional information to your project. It can be a summary, instructions, basic guidelines, or any other type of information you find relevant to the project. The text can be formatted in markdown. Project note is visible by everyone, regardless of their user role. However, only admins and project managers can add and modify it.

O

Organization

Organization is the largest building block in Clockify. It is a virtual space which can represent an actual company, organization, corporation, establishment, or any other entity relevant to your business logic. The basic element in one organization is a workspace.

P

PIN code

PIN code is a 4-digit code that lets you clock in and out via Kiosk. Each Kiosk gets a Universal PIN that lets employees clock in and out for anyone except admin.

Pomodoro timer

Pomodoro is a productivity and time management technique available as a Pomodoro timer browser extension for Clockify app. 

Profit (in reports)

The difference between billable amount and cost rate (can be negative if costs are greater than income).

Pro subscription plan

Pro plan contains more advanced features for tracking project profitability and team productivity. It includes all features available in Standard plan and additional ones. For more information, check out our help section.

Project

Project is used to group and categorize time entries that belong to the same type of work.

Project budget

Project budget is an extra feature that enables you to estimate how much of the budget is needed to complete the project. We can estimate the budget manually or do a task-based estimate.

Project manager

Project manager is a user role available in Clockify that can create, see and edit new projects and details related to projects. For more info, check out help section.

Project member rate

Project member rate is a type of an hourly rate that can be defined in the Project access tab.

Project rate

Project rate is a type of hourly rate which you define for each project.

Project status

Project status is the status of your project’s progress that you track for each team.

PTO

Paid time off including vacations, holidays and other types of leave for which you can track accrual and balances. This is an extra feature which you can enable by upgrading your subscription to Standard, Pro or Enterprise plan.

Q

QuickBooks integration

QuickBooks is an accounting software that allows you to keep track of financial functions such as income, expenses, inventory and an overall financial health of the company. You can connect Clockify to Quickbooks Online account to send time entries. QuickBooks is one of the integrations you can use Clockify with to track time. This is an extra feature which you can enable by upgrading your workspace to Standard, Pro or Enterprise plan.  

R

Receipt

You get receipts for project-related expenses.

Regular user

Regular user is an app user that can track time in the app. They have permissions to add, delete and modify their own time. 

Reminders

Reminders is a Clockify feature that reminds of your timer usage. You can set working days, working hours and after how much time you’d like to be reminded. You can also set reminders to send you daily and weekly team reminder notifications.

Report

Report summarizes time entries according to the date ranges and filters that suit the user’s needs.

Required fields

Prevent users from adding incomplete time entries with required fields. This way, all time entries will have a mandatory minimum amount of information assigned to them.

S

Scheduled report

Custom reports of time entries you can receive by email each day, week or month.

Scheduling

Scheduling lets users plan their work in advance by seeing the user’s schedule, availability and when the project starts and ends. This is an extra feature, which you can enable by upgrading your workspace to Pro or Enterprise plan. 

Screenshots

Screenshots is a feature available with Pro and Enterprise plans. With this feature, screenshots are captured randomly every 5 minutes while the timer is running. 

Shared report

Shared report is a report in form of a private link sent to other team members so that they have access to data available in a report in real time, regardless of having a Clockify account.

SSO

Single Sign-On is an authentication and authorization process that allows the user to access multiple applications automatically and with a single set of login credentials. This is an extra feature available on Enterprise plan. Before you can configure and start using SSO for authorization, you need to move the Clockify app to a custom subdomain. Clockify supports major SSO providers: SAML2 and OAuth2. 

Standard subscription plan

Allows users to have more control over their accounts and manage users more easily. For more information, check out this help section. 

Subdomain

Subdomain is an additional part of the main domain name. It comes before the domain name in the URL.

For example, in https://help.article.org

https:// – protocol
help – subdomain
article – domain name  org – top-level domain

Clockify enables you to create a custom subdomain for your workspace.

Summary report

Summary report takes all time entries in user’s account and groups them by project, client, user, group, tag or date.

T

Tag

Use Tags as key words to help you filter out the information you need and organize things on the project you’re working on. Tags work independently for each project and you can use them to add some additional information you may need.

Task

Tasks are used to categorize time usage in projects.

Task filter

You can filter out Projects by tasks if you’re using a lot of tasks. This filter is user specific and can be activated in the User’s profile settings.

Task-based estimate

With this type of estimate you set the project estimate automatically in the project’s task tab. This way the whole project will be a sum of all individual task estimates.

Task rate

A type of an hourly rate based on the task you do. It can be different from the regular task rate based on the task that you do.

Team

Team is a group of team members that work together on a project.

Team manager

Team manager is a team member you work on a project with. Team manager can see user’s time in Reports, approve user’s timesheets and see user’s Reports tab (*if hidden from regular users).

Team member

Member of a team of employees that work on the same project.

Time audit

Time audit is the process of tracking exactly what you spend time on for a specific period of time. This way, time audit can help you and your team find and fix faulty time entries. Audits can be conducted by both admins (can find and fix time entries for all users on workspace level)  and regular users (can find and fix their own time entries). This is an extra feature available by upgrading workspace to any of the paid plans.

Time clock

Time clock is a feature available in Kiosk. With time clock, employees can track their attendance even if they don’t have access to Kiosk on their computer or phone.

Time entry

Time entry is a time block you add when working on a project to track time. It can be also known as calendar entry, or block.

Time format

Time can be entered in several ways. In Clockify, time is entered in the following format: HH:MM:SS.

Time off

Time off is any type of leave including holidays, business trips, vacations and any other type of leave for which you can track accrual and balances.

Time off policy

Before requesting any time off, a time off feature needs to be enabled in the workspace settings and a time off policy defined. In time off policy you define the elements needed to define a policy: assignee, time unit, approval, accrual, negative balance, number of days/half days.

Time off request

Time off request is a type of request created by the user that includes any type of leave: holiday, business trip, vacation or anything else for which Clockify can track accrual and balances. 

Time rounding

Time rounding is related to rounding time entries up or down to the rounding hours or minutes. This way, time entry reports look neat and without any confusing details. This is an extra feature that you can enable by upgrading your subscription to Standard, Pro or Enterprise plan.  

Timer

Timer helps you track time you spend working on tasks. Timer can be used in web app, desktop app, mobile app and browser extensions.

Timesheet

Timesheet is a tab in Clockify in which you can add and review time using a timesheet view.

Time tracker

Time tracker is an online tool used to keep records of hours you spend working. It helps measure employees’ working time and gives an insight into how much time was spent on different tasks, projects, and clients. In Clockify, time tracker is a tab where you can see your and your workspace members’ time entries.

Time tracking target

Time tracking target can be set up for your team to automatically remind them to log their hours via email if they did not fill out a minimum number of daily/weekly hours, or if they logged more time than needed. Managers and admins can receive an email on a daily basis of all the people who forgot to track time, or if they tracked more than their target.

Time zone

Time zone in Clockify is the time zone that the user’s in. It reflects the way the application is used (it can reflect time tracking) and it can be set manually. 

Tracked time

Tracked time is the time that user spends working on a project that they entered in a time tracker. 

Transfer ownership

By transferring ownership, you can make someone else the owner of the workspace. To transfer ownership, click the three dots next to the name of the person you want to transfer the ownership to and confirm the action.

Trello

Trello is one of the integrations you can use with Clockify to track time. You can track time on cards from Trello and also run time reports in Clockify.

Two-factor authentication (2FA)

2FA is short for two-factor authentication to improve security. In the workspace settings, you can require 2FA to access your workspace. 

U

User field

User field allows you to add some additional information about your team members such as job title, start date, position, department, employee ID, phone number…). You can export user fields in the same way as time entries. This is an extra feature available to Pro and Enterprise users.

User group

With user groups you can easily manage people on projects. Instead of adding people to projects one by one, you can create a group and assign it to a project.

User seat

User seats represent a number of active users you have in your workspace. When subscribing to a paid plan, you must buy a seat for each active user. You have the option to purchase more active seats if you plan to invite more users later on. For more information on user seats, check out Clockify Help.

V

Verifying email

This step is one of the steps you need to complete when signing up to the Clockify account. Once you sign up and create an account in Clockify, you’ll get this verification email requiring you to verify your address. The email expires after 60 days. For more information, you can check out Start using Clockify.

W

Weekly report

Weekly report shows you a weekly breakdown of your time in a timesheet view. It is a summary of all time for each day in a week and a total time.

Week start

Week start is the start of the week defined in the Profile settings. If you get a weekly report, it will be sent to your email at the start of each week with the summary of all the time you tracked in the previous week.

Workspace

Workspace is a virtual space that represents a collection of people and projects in Clockify.

Workspace rate

Workspace rate is a type of hourly rate that is defined in the workspace settings. It is applied to all billable time rates, unless overridden by a more specific billable rate. 

X

No items.

Y

No items.

Z

No items.

The post Glossary of terms appeared first on Clockify Help.

You simply take any device you have (like a tablet), place it at the door, open a link where people can clock in, and employees can punch in and enter their PIN to clock in when they come to work.

Workflow

1. Invite team – you can invite them either by sending an invite link via email (in case they need personal login so they can use the mobile app) on the Team page, or add employees by name as limited members
2. Create groups – assign people to groups to make user management easier
3. Create categories – by default, time is allocated to projects, but you can rename it to jobs, locations, or any other term you’re using at work (please note that renaming categories will affect the entire workspace and may disrupt an already established workflow, since it doesn’t affect only kiosk)
4. Create kiosk – you can have a separate kiosk for each type of work or a location, and have different people assigned to each one
5. Get PIN codes (BASIC plan) – you can export all PIN codes from the kiosk or see each person’s PIN on the Team page
6. Open kiosk link – take any device, open the link, log in, and enable full screen mode
7. Clock in and clock out (BASIC plan) – your members select themselves from the list, enter their PIN code, and clock in (or start break)
8. Run reports – you can see in reports all time summarized, or have a detailed breakdown of each clock in and break (BASIC plan), or see as a weekly timesheet

The post How to set up a time clock appeared first on Clockify Help.

Time tracker

Everything in Clockify revolves around time entries. You track time you spend working on things and then analyze workweeks in reports. Clockify also lets you invite others, so you can track and analyze time together.

There are several ways you can create time entries in Clockify:

• Using timer, as you work
  When you start working, type what you’re working on and start a timer. When you finish, stop the timer and the time entry gets added automatically to your timesheet.
• Add time manually, after you’ve finished
  If you don’t want to bother with the timer (or you forgot to start it), you can manually add time entries after the fact. Simply type what you worked on, choose start and/or duration, and add the time entry. You can also create entries via Calendar.
• Add via auto tracker
  If you need precision but forget to start and stop the timer, enable the auto tracker. Then, at the end of the day, go through all the recorded activities (e.g. apps and websites you used) and create time entries from them.

Timesheet

Log time manually by day and activity (you first have to enable it in Settings).

Kiosk

Set up a time clock kiosk so people can clock in with their PIN code (you first have to enable it in Settings).

Calendar

See how your day looks like, find gaps, and directly edit and add time.

Dashboard

Once you have some time entries, visit Dashboard to see how productive you are and where you spend most of your time.

Reports

There are several types of reports in Clockify:

• Summary report is your standard report where you can filter and break down data
• Detailed report is for when you want to see all time entries, filter them, and edit them directly
• Weekly report is for seeing who tracked how much time each week
• Shared reports are the links to reports you shared with others

Projects

Set up projects, tasks, assignees, project rates, and add estimates or project budget to track progress.

Team

Invite new members, define hourly rates for each member, give roles, and manage groups.

Time off

Create time off policies, give members days or hours, and let submit leave requests for approval.

Schedule

Plan projects and milestones, give assignments, publish schedule, and see who’s available.

Approval

Allow people to submit their weekly timesheet for manager’s approval.

Expenses

Record expenses (by sum or unit), attach receipts, include expenses in project budget, approve with timesheets, and export all in reports.

Invoices

Create invoices based on tracked time and expenses, and send them to clients.

The post Introduction to Clockify appeared first on Clockify Help.

The post Onboarding checklist appeared first on Clockify Help.

This article provides instructions on how to whitelist the IP addresses and domains that need to be authorized, with a focus on preventing emails from being marked as spam or junk. 

Whitelisting IP addresses

To ensure that emails from our system reach your inbox reliably, it is recommended to whitelist the following IP addresses:

116.203.2.185

116.202.180.226

195.201.255.208

 88.198.94.71

116.203.166.36

78.47.192.85

195.201.252.90

162.55.179.218

198.2.128.220

198.2.178.178

Please consult your system administrator or email service provider’s documentation for specific instructions on whitelisting IP addresses. This step will ensure that emails originating from our IP addresses are not treated as spam or junk and are delivered to your inbox.

Authorizing domains

In addition to whitelisting IP addresses, it is important to authorize the following domains:

By adding these domains to your email service’s authorized sender list, you can enhance the chances of email delivery and prevent false positives in spam filtering.

Addressing spam or junk folder issues

If you find that our emails are consistently being directed to your spam or junk folder, please follow these steps:

1. Check your spam or junk folder. Occasionally, legitimate emails may end up in these folders. Ensure that you review your spam or junk folder periodically to locate our emails.
2. Mark as Not Junk or Not Spam. When you identify an email from us in your spam or junk folder, mark it as Not Junk or Not Spam. This action helps your email service provider’s system learn that our emails are not spam.
3. Whitelist our domains and IP addresses. Whitelisting the domains and IP addresses mentioned above can significantly reduce the chances of our emails being flagged as spam or junk.
4. Contact your system administrator. If you are using an enterprise email system, it is recommended to reach out to your system administrator or IT department. They can assist you in whitelisting our domains and IP addresses at the system level, ensuring consistent email delivery.

To optimize email delivery and prevent our emails from being marked as spam or junk, it is important to whitelist the provided IP addresses and authorize the mentioned domains. By taking these steps, you can ensure that you receive our emails promptly, avoiding any delays or missed communications. 

If further assistance is required, please contact our support team for personalized guidance in configuring your email settings.

The post Whitelisting CAKE IP addresses and domains appeared first on Clockify Help.

If you’d like to use the Clockify app and don’t have an account yet, you can create one by signing up.

1. Go to https://clockify.me/  
2. Click Sign up free in the Clockify homescreen 
3. Insert your credentials (email and password) in the Sign up modal
4. Check I agree to the Terms of Use box

You can Create a free account, or Continue with Google.

Prior to creating an account, you can choose the language, or one of our regional servers from the dropdown.
With Create free account, you’ll automatically jump to your newly created workspace.

Upon signing up, you’ll get a verification email. Click Verify email address in the email to confirm. 

Verification email expires after 60 days.

If you choose Continue with Google, you’ll be prompted to pick your email address (if you have more than one). After choosing the email address, you’ll be redirected to your newly created workspace.

You’ll also receive an email with some getting started tips and the onboarding tutorials that’ll help you easily navigate through the app.     

After the initial signed up, use log in to access your account in Clockify.

If you’re logging in with Google, please note that you don’t have a password. If you’d like to set one, you can do that in Profile settings.

Logging in

Use this option if you already have an account and you’d simply want to log in to the app. 

1. Go to https://clockify.me/ 
2. Click Log in at the top right

You’ll jump to your workspace homescreen. 

If you are a workspace owner, you can enable a two factor authentication to improve your security. 
Also, to avoid using password, email, user name or any other login credential, you can create an SSO login by connecting the Clockify subdomain to some of the available providers.

The post Start using Clockify appeared first on Clockify Help.

In addition to tracking billable hours, you should also track non-billable time (e.g. emails, Skype calls, preparing invoices, etc.). You can’t have a real insight into your financial state if you don’t know how long tasks really take.

Clockify helps you see how much billable vs non-billable activity you do and how that affects your earnings.

Workflow

Let’s say you have a new client and you want to track your billable rates. Here’s what your Clockify workflow would look like.

Set up projects

1. Define billable rate for each person in Team section and a default billable rate in Workspace Settings.
2. Add a client on Clients page
3. Create a new project in Projects section and select the client. If you want, you can also set up:
   • Tasks, so you can select them when tracking time and later group time entries by task in reports
   • Estimates, so you can compare estimated vs tracked time on projects, and budgeted vs spent money
   • Project and task billable rates, so Clockify can use a different billable rate when calculating how much you’ve earned on that particular project or task

Track time

1. Start tracking time when you start working: type what you’re working on, select the project, click $ to mark time as billable, and start the timer
2. Stop the timer when you stop working and the time will be added to your timesheet
3. When you continue working on something, press play icon next to the appropriate time entry to start the timer for that activity again.
4. When you’re having a meeting with the client, start the timer, type “Meeting”, choose project, and mark time as non-billable. By tracking non-billable time such as this, you’ll have a more realistic picture of how much time you’re really spending on the client (and not just the time you bill). You can also add a meeting tag so you can filter time entries by tags in Reports.

See time breakdown in reports

1. When the time comes to bill your client at the end of the month, go to the Summary report, select This Month, the project (or only the client if you want to bill for multiple projects you do for them), show only billable time entries, and click Filter to see time entries you need to invoice.
2. Group by Project and subgroup by Time Entry to make data breakdown more useful.
3. Export the report with a detailed time breakdown in PDF and send it to your client for review.
4. If you have clients who want to see how much time you’ve tracked at any point, you can share a report and send the link to your client. Then, your client can then visit the report at any time and see what work has been done so far on their projects.
5. If you need to “forgive” and write-off some time entries, you can go to the Detailed report, use filters to find the time entries you want to write off, and mark them as non-billable.

Invoice tracked time

1. Create invoice for client
2. Import billable uninvoiced time entries into the invoice and download the PDF
3. If you have time entries that you don’t want to import into the invoice: you can select a different time range, choose which projects you don’t need, or manually remove those entries
4. Mark invoice as sent or paid to know its status
5. See all your invoices that are due soon and filter out the paid ones

The post How to track billable time appeared first on Clockify Help.

Clockify can show you:

• Time each team member spends on a project
• Logged activity of each team member
• Total time invested in a project

Workflow

Here’s how you can set up Clockify so your team can track time.

Set up your workspace

1. If you run a small company, one workspace is enough. But if you’re a bigger company, you can use multiple workspaces to keep things from mixing up (as each workspace has its own settings, members, time entries, and everything else). You can go to Workspaces and create a new workspace for each department or company subsidiary.
2. In workspace settings, upload your company logo and set up permissions. Depending on what’s your company’s privacy policy, you can make everything public or private. For example, you can limit project creation rights to only workspace administrators to keep things tidy or hide billable rates if that’s sensitive information.
3. Define groups (e.g. designers, managers) so you can assign whole teams to a project instead of adding each person one by one; so when someone arrives/leaves, you can just add/remove them from the group instead of going through each and every project.
4. Define tags so people can categorize time entries with the type of activity they’re doing. Then, you can run reports and filter by tag if you want to know how much time activities take.
5. Add clients. If you’re not in a client business, you can use this for something else (e.g. some activity) to make categorization easier as all time entries are categorized by client and project, where a project can have one client but a client can have multiple projects.

Invite your team

1. Invite users by going to the Team section, entering emails for each team member, and adding them. After you invite a team member, they need to click the Accept invite button in the email they get. After that, they’ll jump to the Sign up form where they need to enter their full name and password. After they accept the invite in the next step, they’ll be added to the workspace they’d been invited to and can start tracking time.
2. Set who belongs to which team in the Team section. A person can be in multiple teams or in none. You can also set personal billable rates if you charge clients different rates, depending on who works on what (e.g. a senior developer might have a higher rate than a junior).

Set up projects

1. Create a project, assign clients and add tasks (and assign people to them if needed) so people can track time against projects and tasks.
2. Add team members to private project. Everyone can access public projects, but if they’re private, users have to be manually assigned. You can add individual members one by one, or in bulk via groups.
3. Now that all is set up, your team can start tracking time per project. They can start a timer, or add time manually at the end of the day. To each time entry, they can add a project/task, billability status and describe what they’re working on in one short sentence. They can also add tags if you have a specific workflow for organizing data (e.g. use tags to describe type of activity).

Use reports

1. To invoice your clients at the end of the month: go to Summary report, filter out by client and billability, select This Month for the time period, group time entries by project and subgroup by task (or time entry), and export the results. Or, if your client wants to check how much time you’ve worked at any point, share the report and send the link to your client so they can generate reports on-the-fly.
2. You and your team can use the Detailed report to see time entries that miss data, e.g. entries that are missing description or a project, and fill the missing data. This will make your reports much more accurate. You can filter entries (just like in Summary report), the only difference is that you can directly edit time entries in the Detailed report (while in Summary report you can just view and group them).

This article covers a variety of Clockify’s features which are not available in the same subscription plan.

Read more: 29 time tracking best practices

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For example, you might tell a client you need 50 hours for a project, 20 for design and 30 for coding. So you arrange a fixed price, thinking you’ll finish it in under 50 hours. But how much time will you really need? The bigger the project, the greater the error will be.

But if you track time, you’ll know exactly how much time each activity takes and whether you made money on a project. Let’s say you finish the project in 70 hours, which is 20 hours more than estimated. You can negotiate with the client for a higher price or less work. But even if you charge as if you had worked 50 hours, at least you’ll estimate better in the future and won’t lose money.

Workflow

Let’s say you start a new fixed-fee project. Here’s an example of what your Clockify workflow could look like.

Before the project starts

To have time entries categorized, first define client’s name on the Clients page. You can also define tags with the type of activities (e.g. project management). This way, you can filter time entries by tags and track how much time each activity takes.

1. Create a new project and select the client
2. Add tasks to the project (e.g. Design, Development)
3. Use task-based estimate (e.g. Design task: 20h, Development task: 30h) or enter a manual estimate (e.g. 50h for the whole project)
4. Set up billable rates, as well as labor cost rates

After the project starts

1. When you track time, make sure each time entry has a project and a task.
2. When you hit some milestone (e.g. finished design), check project status for estimated vs tracked time. If you’re way over your original estimate, you might want to talk to the client about adjusting the budget, requirements, and timeline.
3. Once the project ends, go to Summary report and filter entries by the project. Then, export the report in CSV and import it to Excel where you can: better analyze data, see what activities took longer than planned, analyze why, and set better estimates (and prices) in the future.
4. In reports, view either amounts for billing, cost, or profit (the difference between the two)

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With Clockify, you can assign a time estimate to any project and track its progress on the Projects page, or the project status. For example, you might notice that some internal project took 100 hours, which is way more than you estimated. Once you know that, you can ask the team why that is, reevaluate priorities, and come up with a better plan. You might decide to put more people on a project or cut some activities so you finish on time and within budget.

Workflow

Here’s how you can track and manage your team’s productivity in Clockify.

1. Set up workspace, tags, groups, and projects, and then invite team members so they can start tracking time.
2. As your team works, check the Team Dashboard to see who tracked the most time and which projects are the most active.
3. Run a Summary report at the end of each month, quarter, and year to analyze where you spend time. You can analyze internal processes, see what type of work takes most of the time, and think about what you can do to optimize company productivity.
4. Run a Detailed report and filter entries that are missing a project or a tag so you can directly edit them to make reports more accurate.
5. Go to the Weekly report at the end of each week and group time entries by user to see if everyone filled their 40 hours/week quota.
6. Save a report with filters you frequently run by using the share report option, so you don’t have to set filters each time you need a specific report.
7. Export a report in CSV and import the CSV into a spreadsheet so you can apply conditional formatting to better analyze data.
8. You can share a report with your payroll staff so they don’t have to chase each person for data – they can just visit the link, see who tracked how much time, and cut the paycheck.
9. Define billable rates in Teams section so Clockify can calculate how much each employee costs you (based on the billable rate you defined). Once you see how much each person costs, you can compare the cost to how much value you get and see if you can use their skills better on a different project.
10. Once a project is about to end, you can evaluate how much time you’ve spent in project status, multiply the time by each employee cost, and compare the number to how much profit you actually made (if Budget and estimates is enabled).

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