The most commonly missed billable hours

Written on January 23, 2018

If you do the work, you should get paid for it. But when getting paid requires you to remember and record everything you do accurately, some billable hours often never make it to your timesheet.

A few lost minutes here and there doesn’t seem like a lot, but when totalled over a month, you could be seriously undercutting yourself. Here are the most commonly unreported billable hours to be aware of:

Billable time spent on the phone

You got a work call on your way to another commitment. A colleague called you at home in the evening. Your scheduled client call overran by 10 minutes. You switched to using a mobile device for work while on-the-go. A great deal of these scenarios go unbilled, even though you are rightfully producing quality billable work. Whatever the setting, whatever the time of day, it should be recorded.

Checking and responding to emails

People feel uncomfortable billing for time spent on email, because it feels like an intrinsically unproductive task. Many even see it as unbillable internal time, since you are coordinating your work. The same goes for time spent on Slack, Twist, or any other form of group communication. But it still counts as billable time. Communication is an essential part of your work – you plan and organize next steps, update stakeholders and clients, and get the direction and resources you need to continue with tasks. Make sure “after meeting emails” in particular are represented on your timesheet.

Travel for work

Some freelancers choose not to bill for travel, which is fine, but for those who are tied to an office, the time a client obliges you to spend travelling away from this site counts as productive time that would otherwise be engaged on another billable project. It’s generally much harder to keep track of billable time spent on-the-go, particularly if you like to do walking meetings and other forms of “active work”.

Overrunning meetings

Nobody likes meetings, nobody likes when they overrun (which is unreasonably often). People usually default to using scheduled calendar invites to represent time spent in meetings, when in reality meetings often don’t stick to the allotted timeframe – the meeting room you booked was in-use, clients were late, the fancy projector wouldn’t connect to your laptop, you were interrupted, it overran by 15 minutes. Make sure you bill for what actually happened.

Out-of-hours work

It’s annoying when a bit of work pops up in the evening when you’re at home, but it often can’t be helped. If a colleague in another time zone has a question, you need to reply so the rest of their day isn’t blocked. Perhaps your own personal development overlaps with work tasks and you start investigating how it could help your team. Or your boss calls you to go over work you didn’t get a chance to in the day. Or you simply work in tech and a pesky bug shows up. Just because you were sat on your couch doing it doesn’t mean it wasn’t valid productive work.

How to capture all your billable hours

All of these issues combined add up to a startling picture of unaccounted billable hours. Using an automatic time tracker completely solves the problem by ensuring anything you work on is recorded for you – wherever you were, whatever time it is, whatever device you were using, and however original plans changed.

Timely captures every tool you use for work – from calendar events, phone calls, emails, documents, websites and your favourite work apps – to make sure you have an accurate record of what you did. It even tracks GPS location data, so off-site meetings and travel for work make it to your timesheet.

Try the entire app for free for 14 days – you might be surprised at what billable hours you’ve been missing!

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