Use case: Your team logs time for client deliverables, but also for internal reviews, admin and meetings. Not all of it should count against the client's hours. Mark that time as non-billable: you still track it, but it is not deducted from the client's hours balance.
Before you start: turn on Request time tracking in Settings > Modules and extensions > Requests. See How to use time tracking.
Billable vs non-billable at a glance
Billable | Non-billable | |
Deducted from the client's hours balance | Yes | No |
Visible to the client on the Timesheets tab and in time reports | Yes | No |
Counted in your team's totals and reports | Yes | Yes |
New entries are billable by default.
Add a non-billable time entry
Open the request and click the Timesheets tab.
Click Add manual time.
In the Add time window, pick the team member the time is for (admins, or team members who can assign hours to others, see this dropdown).
Describe the work in Description, then fill in Hours, Minutes and Seconds. The start and end times update on their own; you can change them.
Add Tags if you use them for reporting.
Turn off Billable to make the entry non-billable. Leave it on for billable time.
Click Save.
Time you track with the timer is billable. To make it non-billable, change it afterwards as described below.
Change an existing entry
On the request's Timesheets tab, click the three dots next to the entry.
Click Mark as non-billable (or Mark as billable to switch it back).
You can also click Edit in the same menu and change the Billable switch. Admins can change any entry; team members can change their own entries, or anyone's if they can assign hours to others.
See billable and non-billable time
Non-billable entries show a Non-billable badge on the Timesheets tab.
When a request has non-billable time, the total at the top of the tab splits it into billable and non-billable time.
In Reports > Timesheets, use the All hours filter to show only Billable or Non-billable time. On the Detailed tab, the Billable column shows each entry's status, and the export includes it.
Good to know
If Require approval for team time is on, a team member's billable time only comes off the client's balance once an admin approves it.
If you use time rounding, the rounded time is what is deducted. See How to set up time rounding.
Switching an entry between billable and non-billable updates the client's hours balance.