Time Tracking and Billing

Owned by Khai Huynh
May 07, 2022
3 min read

Purpose

To monitor all time spent on tickets for each member of the team. It is then used to calculate expenses and bill the departments who requested the works.

How to log time in Jira tickets

We can use either of the 2 ways below.

  1. Using Clockwork to count the time spent automatically:

In Jira ticket, there is a section call Clockwork. Click on the Play button when you start working on the ticket to start the time.

When you complete the work, enter some description for the work you have done for the ticket, and then click Stop button to stop the clock and record the time spent.

 

2. Manually enter the time spent into the ticket:

Click on the menu button on the top right corner of the ticket, then select Log Work option.

In the popup, enter required information including:

  • Amount of time spent

  • Date and time started

  • Description of the work

How to export timesheet report

On Jira top menu, click on Apps and select Timesheet to run the report.

Select a project and a date range to run the report, then click Generate Timesheet.

You can select Issues option to view the time spent on each ticket, or select any option available in Group By dropdown.

Once done, you can click Export button on the right hand side to export into csv file format. This file can be provided to Accounting team to bill appropriate departments.

Sample process

Below is a sample process being applied to Vietnam FE Development team.

  1. Every week on Thursday, PM summarize a list of requests received from other departments, which are doable in one week time.

  2. PM work with the team to estimate all the tickets in the list and then calculate costs by multiplying with hourly rate.

  3. PM send this list with costs to all requesters for confirmation, cc Accounting team to keep track of the costs.

  4. If everything is confirmed, team can start working on that list. When completing each ticket, if there was any change that significantly increased the cost, PM will notify the requester and Accounting team.

  5. By the end of the month, Accounting team will send the bills to various departments which have tickets in the weekly lists base on confirmed costs.