{"id":216,"date":"2023-05-12T14:16:10","date_gmt":"2023-05-12T14:16:10","guid":{"rendered":"https:\/\/clockify.me\/learn\/?p=216"},"modified":"2026-03-25T07:07:54","modified_gmt":"2026-03-25T07:07:54","slug":"managing-agency-work-with-clockify","status":"publish","type":"post","link":"https:\/\/clockify.me\/learn\/pt\/resources\/managing-agency-work-with-clockify\/","title":{"rendered":"Managing Agency Work With Clockify"},"content":{"rendered":"<p class=\"translation-block\">Clockify is time tracking software for keeping track of billable and non-billable employee hours. It helps you manage team hours, plan projects, track progress, run reports, and bill your clients.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Clockify for Agencies\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/9GUerbxY9jk?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 id=\"how-to-measure-the-success-of-your-agency\" class=\"wp-block-heading translation-block\">How to measure the success of your agency?<\/h2>\n\n\n\n<p class=\"translation-block\">The most common performance metric for any agency is its utilization rate.<\/p>\n\n\n\n<p class=\"translation-block\">The term \u2018utilization\u2019 refers to the effective use of resources, and it demonstrates profitability.<\/p>\n\n\n\n<p class=\"translation-block\">A utilization rate shows the percentage of billable hours compared to the total number of available hours employees have at their disposal.<\/p>\n\n\n\n<p class=\"translation-block\">Insights on utilization rates help you realize which departments\/people are oriented towards:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\">non-profitable activities (lower than the optimal utilization rate) &#8211; necessary, but non-billable tasks;<\/li>\n\n\n\n<li class=\"translation-block\">profitable activities (higher than the optimal utilization rates, or close to 100%) &#8211; you might need to consider hiring new people.<\/li>\n<\/ul>\n\n\n\n<p class=\"translation-block\">The most common formula for calculating the utilization rate is:<\/p>\n\n\n\n<p class=\"translation-block\"><mark style=\"background-color:#e6f6fe\" class=\"has-inline-color\">Utilization rate (%) = Total Billable Hours \/ Total Available Hours * 100<\/mark><\/p>\n\n\n\n<p class=\"translation-block\">The ideal\/optimal utilization rate for agencies is <em>usually<\/em> around 85% to 90%. But, it depends on what\u2019s the ideal situation for you.<\/p>\n\n\n\n<p class=\"translation-block\">Your ideal utilization rate should enable the right balance between billable tasks and non-billable tasks.<\/p>\n\n\n\n<p class=\"translation-block\">For example, when working on a new project with a new client, your team might need a few extra hours for non-billable activities: research, client meetings, etc.<\/p>\n\n\n\n<p class=\"translation-block\">But, if you take on similar projects from the same client, the majority of your team\u2019s time will be dedicated towards billable tasks &#8211; resulting in a higher utilization rate.<\/p>\n\n\n\n<p class=\"translation-block\">So, an ideal utilization rate will vary from project to project. But it should always ensure your agency stays profitable.<\/p>\n\n\n\n<h2 id=\"how-to-ensure-your-agency-stays-profitable\" class=\"wp-block-heading translation-block\">How to ensure your agency stays profitable?<\/h2>\n\n\n\n<p class=\"translation-block\">Before starting a new project, a good set of pre-defined rules will affect the whole process, a client-agency relationship, your utilization rate &#8211; and consequently your profit.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block\">When acquiring a new project, the first thing to do is to establish a workflow with a client. Both sides need to agree on:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\">The deadline,<\/li>\n\n\n\n<li class=\"translation-block\">The budget,<\/li>\n\n\n\n<li class=\"translation-block\">Which tasks can be billed and which won&#8217;t,<\/li>\n\n\n\n<li class=\"translation-block\">The final result or measurable milestones,<\/li>\n\n\n\n<li class=\"translation-block\">The frequency of verbal\/written checkpoints.<\/li>\n<\/ul>\n\n\n\n<p class=\"translation-block\">To ensure each aspect of the established workflow will be implemented, it is recommended to tie it all up to the one place where the actual work gets done.<\/p>\n\n\n\n<p class=\"translation-block\">Keep in mind that a 100% utilization rate is not feasible or desirable. But, a slight increase will result in increased profitability.&nbsp;<\/p>\n\n\n\n<h2 id=\"how-to-use-clockify-by-cake-com-to-increase-utilization-rates\" class=\"wp-block-heading translation-block\">How to use Clockify by CAKE.com to increase utilization rates?<\/h2>\n\n\n\n<p class=\"translation-block\">Let\u2019s imagine you got a new project. This is what your typical workflow would look like.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>Add a new client to your database<\/strong><\/li>\n<\/ol>\n\n\n\n<p class=\"translation-block\">Your projects are tied to your clients. So when you\u2019re working on a specific task, your work has to be connected to a client.<\/p>\n\n\n\n<p class=\"translation-block\">In the base of your clients, each will have a name, contact information, an address for invoicing, as well as any other specific details you might need to note.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"496\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/client-database-1024x496.png\" alt=\"A list of clients in Clockify, with their names and addresses.\" class=\"wp-image-230\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/client-database-1024x496.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/client-database-300x145.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/client-database-768x372.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/client-database.png 1216w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\">The final client database with the most important information &#8211; name, contact, address, and notes.<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"custom-btn translation-block\"><a href=\"https:\/\/app.clockify.me\/en\/signup\" target=\"_blank\" rel=\"noreferrer noopener\">Comece a usar o Clockify<\/a><\/p>\n\n\n\n<p class=\"translation-block\"><strong>2. Split your project into tasks<\/strong><\/p>\n\n\n\n<p class=\"translation-block\">To measure your utilization rate, the first step is to define the work that will affect it, so the basic step is to create a project.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"498\" height=\"294\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/create-new-project.png\" alt=\"Information needed to type in to create a new project in Clockify: name, color, public\/private status, client.\" class=\"wp-image-232\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/create-new-project.png 498w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/create-new-project-300x177.png 300w\" sizes=\"auto, (max-width: 498px) 100vw, 498px\" \/><figcaption class=\"wp-element-caption\"><em>Creating a new project in Clockify.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\"><\/p>\n\n\n\n<p class=\"translation-block\">In Clockify by <a href=\"https:\/\/cake.com\/\" type=\"link\" id=\"https:\/\/cake.com\/\" target=\"_blank\" rel=\"noreferrer noopener\">CAKE.com<\/a>, each project has a name, a client, and a color assigned to it to visually separate projects from each other.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"512\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-list-1024x512.png\" alt=\"A list of projects with their clients, tracked time, budget, progress bar, and access setting.\" class=\"wp-image-234\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-list-1024x512.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-list-300x150.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-list-768x384.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-list.png 1218w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>The final project database list.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\"><\/p>\n\n\n\n<p class=\"translation-block\">Projects can be difficult to predict, but dividing them into smaller tasks is the first step toward tackling them.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"501\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-task-list-1024x501.png\" alt=\"A list of tasks for a project, with billability status, billable and cost rates, and assignee information.\" class=\"wp-image-235\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-task-list-1024x501.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-task-list-300x147.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-task-list-768x375.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-task-list.png 1205w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>Project Stella has 3 tasks, each with its own billable and cost rate. The Research is a mandatory task. However, it is not billable.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\"><\/p>\n\n\n\n<p class=\"translation-block\">As your team begins to <a rel=\"noreferrer noopener\" href=\"https:\/\/www.youtube.com\/watch?v=eU_DD0k892E&amp;list=PLQAwVmVuWw1F0-lVAEroWN_133EKTrXgC\" target=\"_blank\">track time<\/a> on each of these tasks, you will be able to follow the progress.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"253\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/tracker-stella-research-tasks-1024x253.png\" alt=\"Tracked time logs on project tasks.\" class=\"wp-image-236\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/tracker-stella-research-tasks-1024x253.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/tracker-stella-research-tasks-300x74.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/tracker-stella-research-tasks-768x189.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/tracker-stella-research-tasks.png 1411w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>Tracked tasks so far (non-billable tasks).<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\"><\/p>\n\n\n\n<p class=\"translation-block\">To keep track of the progress for each task or a project as a whole, you can set <a href=\"https:\/\/clockify.me\/help\/projects\/project-budget\" target=\"_blank\" rel=\"noreferrer noopener\">time and budget estimates<\/a>, but also <a href=\"https:\/\/clockify.me\/help\/projects\/forecasting\" target=\"_blank\" rel=\"noreferrer noopener\">forecast<\/a> how the rest of the project will evolve.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"528\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-status-1024x528.png\" alt=\"Project's progress tracking tab, with estimates for time and budget, tracked time, and recorded expenses.\" class=\"wp-image-237\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-status-1024x528.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-status-300x155.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-status-768x396.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-status.png 1266w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>The progress made on Project Stella. So far, all recorded tasks are non-billable.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\"><\/p>\n\n\n\n<p class=\"translation-block\">Forecasting and progress tracking will enable you to plan ahead when accepting new projects.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"532\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-forecasting-1024x532.png\" alt=\"Forecasting tab on a project, to visually track if a project will go over an estimate.\" class=\"wp-image-238\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-forecasting-1024x532.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-forecasting-300x156.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-forecasting-768x399.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-forecasting.png 1225w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>Forecast alerts that Project Stella will go over the estimate\/deadline by 17.5 hours &#8211; based on the current schedule and set estimates.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\"><\/p>\n\n\n\n<p class=\"translation-block\">A full focus on tasks can sometimes get you to lose sight of the budget and deadline, so you have to find a way to keep everyone aware of the overall progress.<\/p>\n\n\n\n<p class=\"translation-block\">One of the ways in which you can do this is to set <a href=\"https:\/\/clockify.me\/help\/projects\/alerts\" target=\"_blank\" rel=\"noreferrer noopener\">alerts<\/a> in Clockify, which will notify certain team members whenever a project reaches a certain percentage of its estimated time.<\/p>\n\n\n\n<p class=\"translation-block\">If you continuously work on similar projects, it would be useful to <a href=\"https:\/\/clockify.me\/help\/projects\/project-templates\" target=\"_blank\" rel=\"noreferrer noopener\">save projects as templates<\/a> and save yourself some time on creating tasks, estimates, assigned teams, billable rates, or any other custom fields.<\/p>\n\n\n\n<p class=\"translation-block\">Then you will have the opportunity to spend more time working on billable tasks.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"149\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-template-1024x149.png\" alt=\"Setting up a project as a template.\" class=\"wp-image-239\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-template-1024x149.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-template-300x44.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-template-768x112.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/project-stella-template.png 1181w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>Saving Project Stella as a Template.<\/em><\/figcaption><\/figure>\n<\/div>\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"497\" height=\"300\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/create-new-project-stella-template.png\" alt=\"Creating a new project from a template.\" class=\"wp-image-240\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/create-new-project-stella-template.png 497w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/create-new-project-stella-template-300x181.png 300w\" sizes=\"auto, (max-width: 497px) 100vw, 497px\" \/><figcaption class=\"wp-element-caption\"><em>Creating a new project from the Project Stella template.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"custom-btn translation-block\"><a href=\"https:\/\/app.clockify.me\/en\/signup\" target=\"_blank\" rel=\"noreferrer noopener\">Experimente o Clockify hoje mesmo<\/a><\/p>\n\n\n\n<p class=\"translation-block\"><strong>3. Organize people and assign roles<\/strong><\/p>\n\n\n\n<p class=\"translation-block\">Resource management is of utmost importance, especially in agencies. Whenever you get a new project, the first thing you will think about is which team members will work on it.<\/p>\n\n\n\n<p class=\"translation-block\">Start from determining the overall number of people needed to complete the project, making sure you don\u2019t overburden your team and stay within the budget.<\/p>\n\n\n\n<p class=\"translation-block\">You need to set billable and cost rates for each person working on a project because that will be the <em>basis for billing your services<\/em>.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"554\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-team-members-1024x554.png\" alt=\"Listed team members with their email addresses, roles, and billable and cost rates.\" class=\"wp-image-241\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-team-members-1024x554.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-team-members-300x162.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-team-members-768x415.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-team-members.png 1217w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>All team members with their own cost and billable rates.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\"><\/p>\n\n\n\n<p class=\"translation-block\">Also, you need to define who will be the main responsible for each part of the project, and delegate some parts of the process to the main responsible team members.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"498\" height=\"486\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-team-roles.png\" alt=\"Assigning a team member a Project Manager role. Other roles available are Admin and Team Manager.\" class=\"wp-image-242\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-team-roles.png 498w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-team-roles-300x293.png 300w\" sizes=\"auto, (max-width: 498px) 100vw, 498px\" \/><figcaption class=\"wp-element-caption\"><em>Assign roles to team members to delegate some parts of the process.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\"><\/p>\n\n\n\n<p class=\"translation-block\"><strong>4. Effectively distribute employee time<\/strong><\/p>\n\n\n\n<p class=\"translation-block\">Effective distribution of employee time will cut down the time you need to complete projects with different deadlines.<\/p>\n\n\n\n<p class=\"translation-block\">Since complex information is much easier to manage when represented visually than as written text, visualization is an important part of project management.<\/p>\n\n\n\n<p class=\"translation-block\">When scheduling team members and organizing them per project, you need to have a visual overview of:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\">How many hours you dedicated to each project;<\/li>\n\n\n\n<li class=\"translation-block\">Which team members are working on which projects, and for how long.<\/li>\n<\/ul>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"531\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-project-schedule-1024x531.png\" alt=\"Scheduling team members on a project.\" class=\"wp-image-243\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-project-schedule-1024x531.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-project-schedule-300x156.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-project-schedule-768x399.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-project-schedule.png 1214w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>Project Stella is assigned to three team members each day of the week, except on weekends.<\/em><br><em>When a project has assignees, it will be underlined.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\">If, for example, someone from your team needs <a href=\"https:\/\/clockify.me\/leave-pto-vacation-tracker\" target=\"_blank\" rel=\"noreferrer noopener\">time off<\/a>, you will need to reorganize your team and reschedule their task responsibilities.<\/p>\n\n\n\n<p class=\"translation-block\">For that reason, you always need to know the working capacity of the whole team and each member.<\/p>\n\n\n\n<p class=\"translation-block\">The capacity of your team is calculated based on the <a href=\"https:\/\/clockify.me\/help\/administration\/targets-reminders\" target=\"_blank\" rel=\"noreferrer noopener\">time-tracking targets<\/a> you set on a daily, weekly, or monthly basis.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"366\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-team-reminders-1024x366.png\" alt=\"Setting up a time tracking target for particular team members, on a daily or weekly basis.\" class=\"wp-image-244\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-team-reminders-1024x366.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-team-reminders-300x107.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-team-reminders-768x275.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-team-reminders.png 1214w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>The time-tracking target for the day is a minimum of 7 hours. All team members will be notified if they track less than 7 hours, and more than 8 hours.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\"><\/p>\n\n\n\n<p class=\"translation-block\">Based on the time tracking targets you set for each person or team, you will know who is booked to their full capacity, and who has free hours.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"538\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-team-schedule-1024x538.png\" alt=\"Assigning projects to team members based on their work capacity - who has free hours, who is overbooked, and who is fully booked.\" class=\"wp-image-245\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-team-schedule-1024x538.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-team-schedule-300x158.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-team-schedule-768x404.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-team-schedule.png 1231w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>Team availability across days.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"custom-btn translation-block\"><a href=\"https:\/\/app.clockify.me\/en\/signup\" target=\"_blank\" rel=\"noreferrer noopener\">Acompanhe o tempo com o Clockify<\/a><\/p>\n\n\n\n<p class=\"translation-block\"><strong>5. Track billable and non-billable tasks<\/strong><\/p>\n\n\n\n<p class=\"translation-block\">Once your project is split into tasks, and you decided on the team members to be included, the next step is to provide them with the right time-tracking system.<\/p>\n\n\n\n<p class=\"translation-block\">However you choose to track your time, you need to differentiate between billable and non-billable tasks, to later invoice your clients accordingly.<\/p>\n\n\n\n<p class=\"translation-block\">After you agree with a client on what will be billable and what won&#8217;t, your team can then proceed to track the time spent on billable or non-billable tasks.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"427\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-billable-non-billable-tasks-1024x427.png\" alt=\"A list of tracked billable and non-billable tasks.\" class=\"wp-image-246\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-billable-non-billable-tasks-1024x427.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-billable-non-billable-tasks-300x125.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-billable-non-billable-tasks-768x320.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-billable-non-billable-tasks.png 1217w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>Billable tasks are marked with a blue $ sign. Non-billable tasks are with a gray $ sign.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\"><strong>6. Track expenses<\/strong><\/p>\n\n\n\n<p class=\"translation-block\">Working on a project sometimes requires additional expenses you have to bill, too.<\/p>\n\n\n\n<p class=\"translation-block\">For example, let\u2019s say your client would like to meet in person with the whole team to have an in-person meeting before starting the project.<\/p>\n\n\n\n<p class=\"translation-block\">If that\u2019s not your usual practice &#8211; the cost of that trip will probably be something you can charge for.<\/p>\n\n\n\n<p class=\"translation-block\">Clockify by CAKE.com lets you record all your expenses which can later be included in an invoice you send to clients.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"186\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-expenses-1024x186.png\" alt=\"A recorded expense on a project.\" class=\"wp-image-247\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-expenses-1024x186.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-expenses-300x54.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-expenses-768x139.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-expenses.png 1234w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>Example: Mileage expenses for a business trip to a client\u2019s site.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\"><strong>7. Manage invoices and bill clients<\/strong><\/p>\n\n\n\n<p class=\"translation-block\">After you\u2019ve done the work, it\u2019s time to send an invoice out to your client.<\/p>\n\n\n\n<p class=\"translation-block\">The following details are a usual part of an invoice you should share with a client:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\">Your company information<\/li>\n\n\n\n<li class=\"translation-block\">Services provided<\/li>\n\n\n\n<li class=\"translation-block\">Additional expenses<\/li>\n\n\n\n<li class=\"translation-block\">Date range<\/li>\n\n\n\n<li class=\"translation-block\">Taxes<\/li>\n\n\n\n<li class=\"translation-block\">Discounts<\/li>\n\n\n\n<li class=\"translation-block\">Issue date<\/li>\n\n\n\n<li class=\"translation-block\">Due date<\/li>\n\n\n\n<li class=\"translation-block\">Client information<\/li>\n<\/ul>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"545\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-invoice-1024x545.png\" alt=\"An invoice with tracked billable time and recorded expenses ready to bill a client.\" class=\"wp-image-248\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-invoice-1024x545.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-invoice-300x160.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-invoice-768x409.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/stella-invoice.png 1237w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>The first invoice we created for the Feeney PLC client, with billable tasks and the additional expense for the business trip.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\"><\/p>\n\n\n\n<p class=\"translation-block\">To make sure you manage all the invoices properly and don\u2019t accidentally double-bill clients, you can manage their status (sent\/paid\/void\/unsent) in the invoice list.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"396\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-invoice-list-1024x396.png\" alt=\"A list of invoices with distinct statuses - paid\/sent\/unsent.\" class=\"wp-image-249\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-invoice-list-1024x396.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-invoice-list-300x116.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-invoice-list-768x297.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-invoice-list.png 1207w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>The list of your invoices.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\"><strong>8. Sum up your work on the project<\/strong><\/p>\n\n\n\n<p class=\"translation-block\">Having an overview of which team or team member generates which amount of costs and profit gives guidance on optimal resource allocation.&nbsp;<\/p>\n\n\n\n<p class=\"translation-block\">Real-time reporting helps you realize whether you need to change something mid-project, to stay within the deadline, or a budget, and gives you insights on how to organize your team for future projects.<\/p>\n\n\n\n<p class=\"translation-block\">Ideally, when summarizing work on a project, reports should show the tracked time for each user, along with:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\">the profit they earned (based on the billable rate), and<\/li>\n\n\n\n<li class=\"translation-block\">the costs associated with their work (based on the cost rate).&nbsp;<\/li>\n<\/ul>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"838\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-summary-report-1024x838.png\" alt=\"Summary report for a project, with visual graphs of tracked hours, gained profit and labor cost.\" class=\"wp-image-250\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-summary-report-1024x838.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-summary-report-300x245.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-summary-report-768x628.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-summary-report.png 1214w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>Sum up the work you\u2019ve done for a client or a project. Filter to see the data you need.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\">Keeping clients informed of all the work done so far can be represented through Detailed reports.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"695\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-detailed-report-1024x695.png\" alt=\"Detailed report for each recorded task on a project, the user who logged it and the duration.\" class=\"wp-image-251\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-detailed-report-1024x695.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-detailed-report-300x203.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-detailed-report-768x521.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-detailed-report.png 1259w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>Detailed log of all the work done on Project Stella.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"custom-btn translation-block\"><a href=\"https:\/\/app.clockify.me\/en\/signup\" target=\"_blank\" rel=\"noreferrer noopener\">Experimente o Clockify hoje mesmo<\/a><\/p>\n\n\n\n<p class=\"translation-block\">If, for example, you are charging a retainer fee for some clients, it\u2019s good to know how many hours you have used from the total billable hours of the project.<\/p>\n\n\n\n<p class=\"translation-block\">In Clockify, you can filter the tracked billable and non-billable hours, choose the client and the project you are referring to, and display estimates to compare tracked hours with the total number of hours.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"654\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/report-retainer-fee-1024x654.png\" alt=\"Filtering information in a summary report.\" class=\"wp-image-252\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/report-retainer-fee-1024x654.png 1024w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/report-retainer-fee-300x192.png 300w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/report-retainer-fee-768x490.png 768w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/report-retainer-fee.png 1253w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><figcaption class=\"wp-element-caption\"><em>Filter between billable hours, non-billable hours, and total estimated time to update your clients and regulate retainer payments.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\"><\/p>\n\n\n\n<p class=\"translation-block\">Clients can have up-to-date information if you <a rel=\"noreferrer noopener\" href=\"https:\/\/clockify.me\/help\/reports\/sharing-reports\" target=\"_blank\">share a public link to your report<\/a>. Just filter the data you want to show them and click on the share button to generate a public link.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"493\" height=\"430\" src=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-share-report.png\" alt=\"Sharing a report to people outside of your organization.\" class=\"wp-image-253\" srcset=\"https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-share-report.png 493w, https:\/\/clockify.me\/learn\/wp-content\/uploads\/2023\/04\/agency-share-report-300x262.png 300w\" sizes=\"auto, (max-width: 493px) 100vw, 493px\" \/><figcaption class=\"wp-element-caption\"><em>Live link to follow progress on the project.<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n<h2 id=\"agency-management-faqs\" class=\"wp-block-heading translation-block\">Agency Management FAQs<\/h2>\n\n\n\n<p class=\"translation-block\">Here are a few common questions about agency management and how to improve it.<\/p>\n\n\n\n<h3 id=\"how-can-using-a-time-tracker-improve-my-agencys-profitability\" class=\"wp-block-heading translation-block\">How can using a time tracker improve my agency&#8217;s profitability?<\/h3>\n\n\n\n<p class=\"translation-block\">Aside from simple time tracking, modern trackers use integrated features that allow users to track and optimize various profitability metrics. Some tools come in the form of <strong>tracking and counting billable hours<\/strong> \u2014 while others are used to extract <a href=\"https:\/\/clockify.me\/help\/reports\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>advanced analytics and reports<\/strong><\/a> that visually showcase a business\u2019s efficiency and workload.<\/p>\n\n\n\n<h3 id=\"how-do-i-determine-my-utilization-rate-with-clockify-by-cake-com\" class=\"wp-block-heading translation-block\">How do I determine my utilization rate with Clockify by CAKE.com?<\/h3>\n\n\n\n<p class=\"translation-block\">Determining an employee\u2019s or a <a href=\"https:\/\/clockify.me\/blog\/business\/utilization-rate\/\" target=\"_blank\" rel=\"noreferrer noopener\">business\u2019s utilization rate<\/a> with Clockify is a straightforward process \u2014 have your employees mark their billable hours in Clockify for a specific time period, divide that number by their total number of hours (also available in Clockify), and multiply by 100. The result is presented in percentages and, if your business is operating efficiently, should be in the <strong>85\u201390% range<\/strong>.<\/p>\n\n\n\n<h3 id=\"what-are-the-key-steps-for-managing-projects-and-team-members-in-clockify-by-cake-com\" class=\"wp-block-heading translation-block\">What are the key steps for managing projects and team members in Clockify by CAKE.com?<\/h3>\n\n\n\n<p class=\"translation-block\">To properly manage projects and team members, you should <a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/workspaces\" target=\"_blank\" rel=\"noreferrer noopener\">customize your Clockify workspace<\/a> with <strong>clearly defined projects, tasks, rates, and billable\/non-billable hours<\/strong>. Defining projects and categorizing task time entries accordingly will give you a clear insight into productive time, what everyone\u2019s up to, and what can be improved in the long run.<\/p>\n\n\n\n<p class=\"custom-btn translation-block\"><a href=\"https:\/\/app.clockify.me\/signup\" target=\"_blank\" rel=\"noreferrer noopener\">Get Clockify for free<\/a><\/p>\n\n\n\n<h3 id=\"can-clockify-be-used-to-manage-both-billable-hours-and-non-billable-time\" class=\"wp-block-heading translation-block\">Can Clockify be used to manage both billable hours and non-billable time?<\/h3>\n\n\n\n<p class=\"translation-block\">Yes, <a href=\"https:\/\/clockify.me\/features\/\" target=\"_blank\" rel=\"noreferrer noopener\">Clockify features<\/a> let you define billable rates for all team members in <em>Workspace Settings<\/em>. Once you customize it, each member will be able to mark tasks and projects billable directly from the time tracker.<\/p>\n\n\n\n<h2 id=\"track-your-agency-workflow-through-clockify-by-cake-com\" class=\"wp-block-heading translation-block\">Track your agency workflow through Clockify by CAKE.com<\/h2>\n\n\n\n<p class=\"translation-block\">Clockify lets you follow each phase of your work on projects from one place. From concept making to project billing &#8211; onboard and easily manage multiple projects at once.<\/p>\n\n\n\n<p class=\"translation-block\">Find out which Clockify features are most useful for your agency by exploring our entire <a href=\"https:\/\/clockify.me\/features\/\" target=\"_blank\" rel=\"noreferrer noopener\">feature list<\/a>.<\/p>","protected":false},"excerpt":{"rendered":"<p>Veja como o Clockify ajuda as ag\u00eancias a gerenciar seu fluxo de trabalho \u2013 desde o gerenciamento de clientes at\u00e9 o faturamento de projetos.<\/p>","protected":false},"author":11,"featured_media":4833,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[6,10],"tags":[],"class_list":["post-216","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-resources","category-teams"],"acf":[],"_links":{"self":[{"href":"https:\/\/clockify.me\/learn\/pt\/wp-json\/wp\/v2\/posts\/216","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/clockify.me\/learn\/pt\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/clockify.me\/learn\/pt\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/clockify.me\/learn\/pt\/wp-json\/wp\/v2\/users\/11"}],"replies":[{"embeddable":true,"href":"https:\/\/clockify.me\/learn\/pt\/wp-json\/wp\/v2\/comments?post=216"}],"version-history":[{"count":43,"href":"https:\/\/clockify.me\/learn\/pt\/wp-json\/wp\/v2\/posts\/216\/revisions"}],"predecessor-version":[{"id":5134,"href":"https:\/\/clockify.me\/learn\/pt\/wp-json\/wp\/v2\/posts\/216\/revisions\/5134"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/clockify.me\/learn\/pt\/wp-json\/wp\/v2\/media\/4833"}],"wp:attachment":[{"href":"https:\/\/clockify.me\/learn\/pt\/wp-json\/wp\/v2\/media?parent=216"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/clockify.me\/learn\/pt\/wp-json\/wp\/v2\/categories?post=216"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/clockify.me\/learn\/pt\/wp-json\/wp\/v2\/tags?post=216"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}