#12 Never Leave a Billable Hour Behind

#12 Never Leave a Billable Hour Behind

A client approves a website redesign project. The estimated effort? 40 hours.

​
The project is going well.
​
A few additional review meetings are scheduled. Several rounds of content changes are requested. A few "quick fixes" get added along the way.

The website launches successfully. Everyone is happy.

Then comes the invoice day. The team planned for 40 hours.  

But how many hours were actually spent? 45? 50? 60?

And more importantly....

How many of those hours were tracked?

For project-based businesses, profitability often comes down to one simple thing:

      Tracking the time you actually worked.

Every missed hour affects revenue. Every forgotten task affects profitability. Every unrecorded consultation becomes difficult to bill later.

This is exactly why many professional service businesses rely on time tracking as part of their invoicing process.

Eric Alksibati, Senior Lawyer, HMLC, expresses, "Zoho Invoice has improved our law firm's cash flow and productivity considerably. To be honest, it's very easy to use, great software."

For a law firm, every consultation, client meeting, document review, and research activity can contribute to billable work.

The easier it is to track that time, the easier it becomes to invoice accurately and improve cash flow.

Instead of relying on memory, spreadsheets, or scattered notes, you can track work as it happens and convert billable hours directly into invoices.

Navigate to Timesheets -> +New

Enter:

  • Project Name

  • Project Description

  • Customer Details

  • Billing Method

  • Budget (if applicable)

  • Staffs involved

  • Tasks planned

Once created, billable time entries can be made and added to the invoice.


Project-Based Invoicing in the Real World

a) In a marketing firm, a client requests multiple campaign revisions after the initial strategy is approved.

      "How do we track the extra hours spent on revisions?

Create timesheet entries against the project as the work happens. Those additional hours can later be billed accurately instead of being absorbed by the firm.

b) Several client consultations take place at a law firm throughout the month, along with document reviews and legal research.

      "How do we ensure every consultation and research hour is accounted for?"

Record each activity as a billable time entry and associate it with the client. Include the staff involved in the consultation and set a rate per staff member or per task. When it's time to invoice, all the billable hours can be consolidated into a single invoice.

c) A tech company works on multiple client projects simultaneously.

      "How do we know how much time was spent on each client?"

Create projects individually and track time against them. This provides accurate billing while giving visibility into project profitability. 

d) An architectural firm signs a project for three design revisions, but it ultimately requires seven.

      "How do we justify additional billing to the client?"

A detailed timesheet entry gives a clear record of the work performed and the additional effort invested beyond the actual scope.

Notes

Important Action

Before your team starts logging time regularly, spend a few minutes reviewing your Project Preferences.

Give attention to:

  • Rounding Time: Decide whether logged hours should be rounded up, rounded down, rounded to the nearest interval or not rounded at all.

  • Maximum Logging Time: Define how many hours can be logged per day to maintain accurate timesheets.

  • Field Customization (Custom Fields)- Capture additional project information that matters to your business, such as department, location or others.

These settings help ensure consistency across projects and that billable time is captured as your business expects. 


 A few minutes spent configuring project preferences today can prevent billing discrepancies later.  

Info

 Things to Remember

There is no single right way to log time. Zoho Invoice gives you multiple ways to log billable hours based on how you work:

  • Live Timer: Start, pause, and stop a timer while actively working on a task.

  • Enter Pre-recorded Time: Record time after if you've already completed the work.

  • Instant Log: Quickly enter time spent without filling in extensive details.

  • Weekly Time Log: Ideal when managing multiple projects and entering time in bulk for the week.

  • Monthly Time Log: Useful when you have manually tracked work across several projects and want to enter everything for the month at once.

IdeaPro Tip: If you're constantly on the move or in the field, use the Live Timer. Zoho Invoice supports time tracking from the web, iOS and Android mobile apps, and even on smartwatches, making it easy to capture hours whenever you work.

WarningWatch Out: The biggest risk in project-based invoicing isn't working more than what's agreed upon. It's forgetting or missing those extra hours while tracking time. If time isn't tracked, it usually doesn't get billed. And if it doesn't get billed, it doesn't become revenue. Every tracked hour protects your income. 



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