Project and billing categories allow you to organize projects in Allfred better. By creating custom project categories, you can tag projects with relevant labels such as 'internal marketing', 'overhead', and more, allowing for enhanced tracking and reporting. The billing category defines whether the project can be invoiced or not. You also have an option to set billing categories for tasks or time entries.
Project categories
How to Create, Edit or Delete a Project Category?
A) While Creating a New Project:
In the 'New Project' creation form, you'll find the 'Project category' field.
To modify the categories, click on Project category -> Edit categories
Click on "+Add new category" to create a new one
A pencil icon allows you to rename, and a bin icon lets you delete categories.
B) From the Project List:
Access the 'Project category' filter at the top of your projects list.
Clicking on it will open the 'Edit categories' dialog, where you can add, rename, or remove categories as needed.
Billing Categories
Billing categories determine if the project’s tasks and associated time entries are billable or non-billable.
Billable Projects: Marking a project as billable means you can invoice for it.
Non-billable Projects: Invoicing is impossible if a project is marked non-billable.
Set the billing category while creating a new project by marking them billable / non-billable (probono).
All the tasks created in the project have, by default, the same billing category as the project itself. However, individual tasks can be set as non-billable within billable projects according to specific requirements (e.g. if you have a pro bono client that will pay for external costs, but agency work is for free, set the project as billable and the particular task as non-billable).
Billing categories are also used in utilization reports, which track how much of a user's capacity generates revenue for the agency through billable tasks.
How to Edit Billing Category of Active Project?
Go to Project details or to the List of projects.
Use the Edit button in project details or the Action menu -> Edit in the List of projects.
Switch the billing category.
a) From Billable to Non-billable
This is possible only if all tasks and time entries are non-billable. Allfred will prompt you to confirm this change with a single click.
Before making a project non-billable, ensure that any issued invoices related to it are deleted.
b) From Non-billable to Billable
When you change a project to billable, Allfred will ask if you wish to alter the billing category of the tasks and time entries within it accordingly.
If you opt not to change the tasks, they will retain their non-billable status even as the project becomes billable.
How to Edit the Billing Category of Tasks?
Note: If the project is non-billable, tasks cannot be switched to billable.
Go to the task details.
Click the Edit button.
Change the billing category.
4. Save.
5. You can see the label of current Task category in Task detail.
How to Edit Billing Category of Time Entries?
Note: If the project is non-billable, time entries cannot be switched to billable.
Navigate to the report section.
Filter the time entries as needed.
Select the required time entries using the checkboxes on the left side.
Click the Action button.
Use the "Change time entries billing category" option.
When tracking time on non-billable tasks within a billable project, the time entries will remain non-billable.
