While your business works on a majority of billable projects, you'll likely find the importance of tracking and understanding internal efforts and time. This "Non-Billable" time may encompass a variety of tasks - such as managing your website, completing RFP/RFQ's, and other administrative items that will not be billed to a client.

Understanding the hours spent on different non-billable work is important to provide insight on where time is best spent and what tasks will generate the strongest return on investment. You can track and monitor these hours in Monograph with one of two methods.

Method I: Creating a Non-Billable Project

Method II: Using a Custom Overhead Category

When determining which method to use, ask yourself some of the following questions:

"Does the time I want to monitor have a specific duration,
such as a specific start and end date?

"Is the non-billable time a broad topic, such as file maintenance - or does it require a deeper level of detail, such as marketing efforts over several social media platforms?"

"Is there financial insight I want to understand with tracking this time, or do I only want to focus on actual hours worked?"

Typically, if you are interested in a more detailed view of tracking non-billable time we suggest creating a Non-Billable project, while custom overhead categories are best for a straightforward snapshot of hours logged towards internal tasks. The choice is yours, feel free to try one or both methods based on the type of time you are tracking.

Method I: Creating a Non-Billable Project

Non-Billable Projects are great if you want to track something over a specific period of time or prefer a more detailed view on internal time and effort. This method is also suited when trying to understand the cost of handling a task internally.

Some examples of tasks that may be better suited as a Non-Billable Project are:

  • Building a new website

  • Launching a campaign on social media

  • Planning a networking event for new business

To build a Non-Billable Project, select Projects from the main menu, then click New Project in the upper-right corner. Note that only users who have a permission access level that includes "Create All Projects" will have the ability to create a new project.

Clicking New Project will open a pop-up on your screen which will ask you for the Project Name, Number, Color, and whether it is billable or non-billable. In this case, you'll want to select non-billable. You'll want to think of this as being the umbrella for a specific set of non-billable tasks that will fall under it.

🎓 In Monograph, "Non-Billable" time is considered hours logged that will not be billed to a client. Any hours entered towards a non-billable project will not impact any other projects, money gantt, or reporting data associated with a billable project.

After creating your new project, you'll be directed to the project planner screen where you will add phases, roles, and rates. From here, begin with Start with a Phase, and then select + Add a Phase from the dropdown menu. Clicking this will open another pop-up on your screen to create a new, custom Phase (see image below)

After you've added your first phase, continue adding any additional custom Phases needed. You'll also be able to add the necessary details of assigning roles, adding a date range, and setting the number of hours allotted for each phase (task). Once you're finished, clicking Next will take you to the General Project information page, where you'll have the option of adding any Notes and Categories.

Method II: Using a Custom Overhead Category

Using an Overhead category is best when your focus is on a broader topic or when you are solely interested in physical hours worked towards a non-billable assignment.

Some examples of tasks that may be better suited as Overhead are:

  • Account Maintainance

  • RFPs/RFQs

  • Office Housekeeping

Existing overhead categories are already pre-set in Monograph. These categories relate to personal time off including sick leave and PTO. You may create custom overhead categories by accessing Settings > App Defaults > Overhead List > + New Overhead. Here, you may add any new non-billable overhead categories and click Create. These overheads can also be edited or deleted as needed. Please note that only users with Admin level permissions may credit and edit custom overhead.

Once the custom overhead category has been created, your team may log time towards it by accessing their own individual timesheet. For more information on using timesheets please visit Adding Time on Your Timesheet.

🎓 In Monograph, "Overhead" time is considered hours logged that will not be billed to a client. Any hours entered in an overhead category will not impact any billable or non-billable projects.

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