If it was not billable, reclassify it as non-billable support–we set this up as a non-billable common task that is added by default to all of our new projects in Harvest. If this was the case, decide whether the extra work was billable or not billable (e.g., a bug fix for a flat fee project that was reported during project acceptance). For example, the client requested a small change or found a bug that you fixed. The team did some additional work after the bulk of the project was done. When you need to correct an invoice that has already been copied to your financial app, correct it in Harvest, and then use Harvest to copy the corrected version over to your accounting app where it will be updated. There were updates to one of the invoices in your integrated accounting app (e.g., Quickbooks) that were not reflected in Harvest. In this case to ensure best billing practices, edit the invoices, even if they have already been paid, to link all line items to the project. This can commonly happen with expenses, credits, and custom line items. There are line items on invoices that were never linked to the project. For example, we set up ourselves as a client in Harvest, create a non-billable project on our own internal client for sales activities, and then create a separate task for each sale we work. Unless the client agreed to pay for these activities, they should be reclassified to a non-billable sales/business development project. For example, maybe sales efforts (e.g., project estimation) were tracked to the project. The project included non-billable effort that was incorrectly classed as billable. The project was flat fee, but is misconfigured in Harvest as time and materials. In this case, update the flat fee in Harvest to reflect the final agreed upon amount. The project was flat fee, but the scope changed or you decided to provide a discount. Prior to archival, view the project in Harvest and ensure best billing practices by checking if there is no uninvoiced amount. When work on a project is completed, the Harvest project should be archived promptly. There must also be proper procedures around archiving projects. On the Projects overview page in Harvest, filter to review the “active” projects and ensure that they are each actually still active (i.e., work is still being done).Review the uninvoiced report in Harvest and check with the relevant project managers to ensure that the uninvoiced amounts do not reflect anything that should already be billed (e.g., a finished milestone that the project manager forgot to bill, etc.). The day after the project managers’ review, a designated team member should: Invoices have been sent out for the previous month’s work as applicable On a pre-determined day of every month, project managers should make sure that:Īll hours worked on their projects have been enteredĪll hours are tracked to the correct projectĪll hours are correctly categorized as billable or non-billable One of the key steps to accurately logging hours in Harvest is conducting a monthly review. These procedures are intended to prevent lost revenue due to failure to invoice for all billable hours. However, to fully realize its benefits, it is crucial to not only log hours correctly, but also to follow established procedures to prevent missed invoicing opportunities. Harvest is a comprehensive solution for tracking time and expenses for projects, making invoicing easy and efficient. One way to achieve proper billing practices is by utilizing the Harvest time tracking app. The Importance of Proper Project Management & Billing practices in the Harvest Time Tracking AppĪs a business, it is imperative to keep track of all billable hours to ensure that no revenue is lost.
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