Problem:

When working on a project for a customer, both billable and nonbillable hours need to be accounted for in order to have a full 360-degree view of the health of a project to aid in analyzing where improvements can be made or where a company is doing well.

Solution:

One potential solution is to create projects automatically in Salesforce using Milestones PM+ and its template engine and customize it so that you can track both billable and nonbillable hours. For this, you will need to install Rollup Helper as an add-on to roll up the hours totals.
 

Summarize billable and non-billable hours logged using Rollup Helper. Please note some Milestones PM+ Premium Edition features are enabled on the Gantt chart in this image.

Summarize billable and non-billable hours logged using Rollup Helper. Please note some Milestones PM+ Premium Edition features are enabled on the Gantt chart in this image.

If you are using Milestones PM+ Premium Edition, you can simply have users log time in a convenient time entry grid that will then automatically relate the time entries back to the appropriate Tasks. The time entered can then go through our Time Entry Approval process that is already built in. With this option Rollup Helper, is not required.

Milestones PM+ Premium Edition Time Entry Grid. 

Milestones PM+ Premium Edition Time Entry Grid. 

If you are using Milestones PM+ Free Edition and want to use Rollup Helper, users can log their time on each individual Task record.

  1. To customize your Project to include totals for billable and nonbillable hours, first create custom fields:
    1. Time
      1. Checkbox - Billable?
    2. Project Task
      1. Number Field - Total Billable Hours
      2. Number Field - Total Nonbillable Hours
    3. Project
      1. Number Field - Total Billable Hours
      2. Number Field - Total Nonbillable Hours
    4. *Optionally create fields on Milestone for Total Billable and Nonbillable hours if you would like to see the totals at that level as well. This may be important if you want to also track estimates of work against actuals at a resource group or phase level.
  2. Create Sum rollups from Time (Hours) to Project Task using the Billable checkbox as a filter.
  3. Create Sum rollups from Project Task to Project using the rollup results from the first rollup as the source for this one.

Take advantage of Milestones PM+ reporting capabilities to identify trends for both billable and nonbillable time. For example, here are some reports you may want to create:

You can learn more about reporting on Projects in Salesforce in the Milestones PM+ Admin Guide.