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Time tracking over tasks and cost reports

In Freelo you can track time and report costs over tasks. It helps you keep an eye on financial side of the project and also see where you waste too much time. Time and money reports can be used as invoicing details.

Time tracking

The easiest way to report the time over task or subtask is using time tracking. Another way is adding time and cost manually.

There are 2 ways how to start tracking over tasks and subtasks.

1. Play button in header

When you start working on something click play button in the upper blue bar and the time starts to run immediately. The top blue menu is available anywhere in Freelo. So you can start tracking anytime.

Play button to start time tracking is in top blue bar.
Play button to start time tracking is in top blue bar.
Example of running time tracking.
Example of running time tracking.

Tracking needs to have assigned task so it can become part of reports.

When using tracking in the header, it is saved as unassigned report. Later you should assign each tracking to particular task or subtask, so it can become a part of the project report. Start tracking via play button icon in blue top bar. It immediately turns red so you know the tracking is running.

TIP: Keyboard shortcut

Use keyboard shortcut ALT + Shift + S to start the tracking (or try CTRL + ALT + Shift + S if using Windows device). This starts or ends the tracking. If you are in the task detail, it starts tracking of that task. The same shortcut also finishes the tracking.

Assign a task

When running tracking you can assign a particular sub/task. Click the red tracking and No task assigned. All unassigned reports are in section Unassigned tracking below.

How to assign a task to running tracking.
How to assign a task to running tracking.

In following Timetracking page, the running tracking is at the top. Click Choose a task or start tracking… and select task or subtask. You can also add note to report, change hourly rate or stop tracking.

How to add task to unassigned time tracking.
How to add task to unassigned time tracking.

Edit Start time

Click red running tracking > Start time. Enter time, when you started working and confirm via Change. Below you can Add a note to this report.

How to edit beginning of tracking.
How to edit beginning of tracking.

2. Play button in sub/task

Go to project detail and find sub/task you want to work on. Press the play icon on the right from task name.

In case you were tracking in another task before, that tracking is automatically stopped and starts the new one in current task. The play button icon turns red.

Timetracking over particular task via play button icon.
Timetracking over particular task via play button icon.

The current task you are tracking has red dot where you can stop tracking.

Tracking over particular task.
Tracking over particular task.

In project detail you can quickly switch tracking tasks. Just click the play/stop button.

Example of switching tasks and their tracking.
Example of switching tasks and their tracking.

Overview of tracking

Important part of time tracking is an overview of all reports. Go to section Timetracking > All tracking or via the red running time. Assign tasks or subtasks to particular reports.

Overview of all tracking.
Overview of all tracking.

Tips for manual input of time

You can enter following forms of time time in the field hh:mm.

  • 5m → 5 minutes
  • 2:20 → 2 hours 20 minutes
  • 2,5 → 2 and half hours (works up to number 9 – higher numbers are taken as minutes)
  • 15 → 15 minutes
  • 250 → 4 hours 10 minutes
  • 0830 → 8 hours 30 minutes
  • 1300 → 13 hours 0 minutes

Multiplication by hourly rate

If you enter your hourly rate and also the time, the data are automatically multiplied. When my hourly rate is CZK 500 and I spend 2,5 hours on the task, Freelo automatically calculates total amount for that time – CZK 1,250.

Hourly rate and spend time over the task give you total amount in the statement.
Hourly rate and spend time over the task give you total amount in the report.

Manual reporting

Time or cost reports allow you to track the financial side of projects as a real numbers.

Go to project detail and find the task or subtask you want to add report. On the right is clock icon (1.) or already tracked time/money (2.) > click on it. Appears form, where you can add a note for the report via Add a comment…, fill in the cost/hourly rate in hourly wage and time in hh:mm. Confirm by Save.

How to report the time and costs manually.
How to report the time and costs manually.

It is not necessary to fill in all details. You can add cost, time or both – it is up to you.

Manual reporting is also in Timetracking section. In the top right corner just switch to Manual. It might be helpful, in case you use stopwatch mostly. Just switch at one page between manual and stopwatch reporting.

Switch between timetracking and manual reporting.
Switch between tracking (Stopwatch) and manual reporting (Manual).
Tip: Report also subtasks

Use manual reports also in subtasks. Go to subtask detail, click clock icon and track the time or money the same way.

Edit reports

You can edit your own reports only. Go to All tracking (via Timetracking) section or directly in the task or subtask detail. The change is automatically updated in all reports.

Task detail

Click the reported numbers on the right. Now appears editing form. Each of your report has pencil icon for editing.

Edit the report via pencil icon.
Edit the report via pencil icon.
Animation how to edit the report over the task.
Animation how to edit the report over the task.

All reports/tracking

You can edit own reports also in section Timetracking or All reports. Just click the amount of time/money and start editing.

Click the money or time and edit the amount.
Click the money or time and edit the amount.
How to edit reported time in section Timetracking.
How to edit reported time in section Timetracking.

Report as cost

You can use reports as spend costs over the task. Add the sum of money for material, goods, travel expenses or amount for business dinner. You do not have to enter the time. Report only the amount of money in this case. Have a look how to invoice reports in Freelo.

Tip: Automatic hourly rate

Freelo remembers the last used hourly rate for each user in the project. Reporting is so fast – just add the time.

User’s hourly rate

Each user can have own hourly rate per project. Hourly rate can set up the project captain (owner of the project), admin or the user self. Go to particular project, find section Users and set up the hourly rate for other users, if you are project owner or Admin.

Find section Users in particular project.
Find section Users in particular project.

You can also lock the hourly rate so your employees cannot change it but they will see it.

Set up the hourly rate for yourself and also your team.
Set up the hourly rate for yourself and also your team.

Work with Cost reports

The reports can be easily downloaded, edited in Excel (1.), filtered (2.), invoiced and controlled. Go to section Reports > Cost reports.

Go to section Reports > Cost reports.
Go to section Reports > Cost reports.
Download reports in CSV or use filters in Freelo.
Download reports in CSV or use filters in Freelo.

Another view is via Weekly and monthly report where is more options to filter, order and display the reports in the tab. Go to Reports > Cost reports > Weekly and monthly.

User rights in reports

Project owner and admin of the project see all reports automatically. In case you want your team to be transparent or have the same view you can share your statements with any other user.

How to share reports

Each user can decide which other user can see his/her reports in a particular project. Go to the project detail and find section Cost reports > in top right corner select icon saying Who can see my reports.

Go to particular project and find section Cost reports.
Go to a particular project and find section Cost reports.
How to share own reports with another team members.
How to share own reports with another team members.

This is way how to share reports to anyone else, no matter whether it’s captain, Admin or just invited user.

Click My reports are visible to and select colleagues who you want to share your reports with. Freelo offers users who are invited to the project only.

List of users who I am sharing my reports with.
List of users who I am sharing my reports with.

Reports in subtasks

Reports in smart subtasks are summed in the superior task.

Three statements in one subtask.
Three reports in one subtask.
The same subtasks visible in task statements.
The same subtasks visible in task reports.

How to track time/costs in subtasks

Report can be added the same way as in tasks – via clock icon in the subtask detail or using tracking.

1. Manually via clock icon

In subtask detail click on clock icon and add the statement manually. You can add note, hourly rate/cost and spend time. There is no need to fill in all the details.

How to report costs manually in subtasks.
How to report costs in subtasks manually.

2. Tracking via play button

In subtask detail or in modal window of the subtask (called via keyboard shortcut mouse over the subtask + Q or the bubble icon with number of comments) start tracking. Tracking begins via play button.

Start tracking via play button in the subtask detail.
Start tracking via play button in the subtask detail.

Stop the tracking via the same button as in task.

Timetracking over subtask

Find section Timetracking via upper blue bar Timetracking > All reports. There is all your tracking and you can assign task or subtask to report. In the navigation is visible the superior task. Unassigned tracking is not part of reports.

Online meeting 15th June is the superior task of Amanda.
Online meeting 15th June is the superior task of Amanda.
Updated on 21.5.2021

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