🕰️ Est. Time: 5 minutes
🎯 Goal: Capture non-billable projects within your agency workflow
🔑 Requirements: Access to view and edit jobs
Why create a workflow for non-billable jobs?
Managing non-billable internal work is essential to keeping your operations efficient and transparent. Whether it's tracking time for internal meetings, leave, marketing, or learning and development, having clear processes in place will help ensure everything runs smoothly.
How to use this guide
How to use this guide
You’ll likely already have many answers to this guide, but using it as a checklist will ensure you've covered all key scenarios for a more effective approach.
What do the 🔑 and ➕ mean
What do the 🔑 and ➕ mean
The questions below are coded based on their impact on your success:
🔑 Essential for success
➕ Worth considering but not crucial
Documenting your workflow
Documenting your workflow
Once you're aligned, don’t forget to document your processes to ensure clarity and consistency across your team.
Types of internal jobs
🔑 What non-billable work is essential to track within your business?
Common areas we see include leave, internal meetings, marketing, or learning and development. Will you create separate jobs for category, or track them under one general job?
➕ Which types of leave do you need to account for?
As well as annual leave and public holidays, you may want to consider sick leave, mental health days, volunteering, and more.
➕ What do you need to track or report on across projects?
Should jobs be categorised by type, department, or stage? Are there key filters or dashboards needed to surface the right insights?
Relevant resources
Relevant resources
Managing jobs with custom labels (2 min read)
Planning internal jobs
🔑 How should you structure non-billable jobs for easy tracking?
Do you need to break larger jobs into sub-tasks or keep them under one umbrella job? Should there be a template for recurring non-billable jobs, like monthly meetings or ongoing training?
Relevant resources
Relevant resources
Considering your job structure (3 min read)
➕ Do you want to track against expected time or budgets?
How will you measure whether work is within the time allocated?
Relevant resources
Relevant resources
Planning hours on items (3 min read)
Linking internal and external work
🔑 How do you want to track non-billable time to ensure it's considered when scheduling billable work?
We recommend adding work in real-time to ensure your capacity and schedule are up to date at all times
Relevant resources
Relevant resources
Scheduling time (1 min read)
Creating repeating To Dos for recurring work (3 min read)
Linking your Google Calendar (3 min read)
➕ When do client meetings get tracked against non-billable jobs vs the relevant client project?
Consider the nature of the client meeting; whether the time or work directly impacts the project's progress.
Connecting your tech stack
🔑 Do you have any external tools to integrate that will help streamline your processes?
Things like HR tools for managing leave can save you time in the long run
Relevant resources
Relevant resources
Linking your Google Calendar (3 min read)
Using Zapier with your favourite apps (6 min read)