The Time Breakdown view makes it easier to track time and budgets on recurring services - especially for projects where tasks span longer than a single month.
🧩 Why we built this
Until now, when agencies worked on monthly recurring services, they used the "repeat section" option in the budget setup. This created multiple individual budget items for each month (e.g., 6x if the service was repeated for 6 months).
But many teams have ongoing tasks that cover the entire project period - not just one month. Duplicating the same task for each month was time-consuming and inefficient.
✅ What’s changed
With the Time Breakdown feature, you can now:
Create one grouped budget item for the entire period (if it's set as monthly recurring).
Budget setting:
How is it displayed in the project detail:
See a monthly breakdown of tracked time and budget usage in the new Time Breakdown view.
Create tasks that are valid for the whole time range - no need to split them by month.
This gives you a better overview of how much of your monthly budget has already been used - without the need to manage duplicate tasks.
💡 How it works
To enable this new logic, reach out to our Support team at [email protected]. It's a workspace setting and will apply to all newly created projects.
If you want to combine a new setting with the old logic with separate items per month, you can still use it by repeating the section using numbers instead of months (e.g., "Item #1", "Item #2"). In that case, grouping won’t apply.
📊 Time Breakdown view explained (Time report > Time breakdown tab)
This new tab gives you a detailed monthly breakdown for each grouped item:
Column | Description |
Name | Budget item name (specified in the assigned budget). If the item was created with monthly repeats, it will be shown as a single grouped row with the option to expand. Numeric repeats appear as separate rows. |
Expand option | Shows individual monthly ranges (e.g., 15.04–15.05, 15.05–15.06). These ranges are based on the project start date. If your project starts on the 15th, monthly ranges follow that pattern. If it starts on the 1st, ranges match calendar months. |
Progress bar | Shows the proportion of tracked hours vs. budgeted hours. |
Tracked hours | Total hours tracked by your team for the given period. |
Amount | Value of tracked hours from the client’s perspective (calculated by position’s client hourly rate). |
Budget | Budgeted value. In case of a monthly budget in a grouped item, the value is editable – hover over the number, click the pencil icon ✏️, and update. If the sum of all monthly amounts doesn’t match the total item budget, Allfred will warn you and show how much is missing or over. |
Personal expenses | Tracked hours multiplied by internal hourly rate of the person who tracked time. |
Profit | Calculated as |
If the sum of all monthly amounts doesn’t match the total item budget, Allfred will warn you and show how much is missing or over. This may happen when you assign a new version of the budget to the project with changed amounts.
🔐 Personal expenses and Profit columns are only visible to roles Managing Director, CFO, Admin. Other roles do not see them.
🧠 Summary
Time Breakdown simplifies project tracking for recurring services with ongoing tasks. It saves time, keeps your project data clean, and gives you a clear view of how your budget is being used month by month.
To activate this feature in your workspace, contact support.