Harvest

Adjust your time in Harvest

Please only adjust your own time entries if you have accidentally left your timer running on the wrong client or overnight/over lunch. If you believe your time for a client should be reduced (downscaled) or you did something quickly and think it should be upscaled, please let the Head VA for that client know, or if you are the Head VA, let your Team Leader know.

If you need to adjust the time on any of the timers in your timesheet you can do this by clicking into the entry. Harvest has two options for entering time:

• 5 minutes can be entered as either 0.08 or 0:05 (notice the full stop or the colon)

• 10 minutes = 0.17 or 0:10

• 15 minutes = 0.25 or 0:15

• 30 minutes = 0.50 or 0:30

•  45 minutes = 0.75 or 0:45

• 1 hour = 1 or 1:00

• 1 hour and 30 minutes = 1.5 or 1:30 

Tracking your time in Harvest

To start tracking your time you need to go to Harvest in your Google Chrome profile. Click on Timesheet and click the green button ‘New Entry’. A box will pop up like this:

For client work: first, select a client project by clicking on the box below Project/Task (if you don’t see a relevant client or project it may mean that you have not yet been given access – in this case see the Office Administrator). Service Plan and Flexi clients will either have a generic monthly project or may be set up with specific projects (e.g. one for Bookkeeping, another for Admin or Creative). One client can have many projects against it at any one time so be careful when selecting a project to ensure you have selected the correct one.

The second drop-down box determines the type of work you are doing, virtual or on-site. For 99% of your client work you will leave it on Virtual. On-Site is only used if you are on-site with a client at their premises or an agreed location. (The on-site rate for a client is higher so please check with the Client Success Manager before you use this.)

For internal time: If you are not working on client tasks you will track your time under Strictly Savvy’s internal project. In this case, you will need to select the type of work you are completing, the general task is Admin and this is used for bathroom breaks and chatting to others in the team. If you are in a team hui then Team Meeting is what you would use.

Note: You do NOT track your time on your lunch break. 

Your time for the week should add up to 40 hours.

You will also need to monitor your time spent on each client to ensure you keep within their agreed project budget or Service Plan. 

Please ensure that you enter a detailed description in Harvest for each time entry. This information gets entered into a detailed timesheet and provided to clients so they must have correctly formatted notes against all entries and no typos. This must be filled in daily. 

Below are some do's and don'ts for writing Harvest notes:

Client meetings

If you are in a client meeting with Brenna and/or Account Manager BEFORE they have been signed up, please put your Harvest timer on "travel to clients" so that it doesn't penalise you in regards to your billable stats.

If the meeting is to do a handover with an on-boarding client eg. they have signed up and you are exchanging information with the client on how to do work for them going forward, then charge your time to that client's 'One-Off Onboarding Investment' timer.

Enter expenses into Harvest for clients

Expenses are entered into Harvest by the Office Administrator, or if she is not available, then by the General Manager. If you have an expense that needs to be oncharged send the details to the Office Administrator, including any applicable invoices.

Minus GST using this calculator - http://www.gstcalculator.co.nz/

In the notes, you need to be specific in what you are on-charging to the client.

In the amount box, you will see that there is writing with ‘1s’ this simply means that the price is already in our inventory so all you need to do is put in the quantity. For example, Jen printed 20 pages of a document so all you need to do is enter in 20, which is the quantity. 

Some categories don’t have a set price so you will need to enter the price in manually (EXCLUDING GST).  Once this is pulled through into an invoice the GST will then be added at that time.

The expectation is that if you need to on-charge an item it is done the same day the item is purchased, it’s an easy thing to forget if it’s not done the same day.