In Xero Practice Manager (XPM), tracking internal time helps manage and allocate resources within the firm effectively.
Here's a step-by-step guide on one approach to how to set up time tracking for internal time in XPM:
Create a Process Named "Internal Time"
The first step is to create a process called "Internal Time". This will be mapped to one of the internal time tasks in XPM.
For instance, this could be mapped to an XPM Job Task; "IN - Admin". You don't need to use the same name suggested; this is only a suggestion.
Create a Template Named "Internal Time - [StartMonth]"
Then, create a template called "Internal Time - [StartMonth]". For example, this will create tasks with the current month label displayed in the task title: "Internal Time - June".
Add the estimated time for internal time per month. You should also check the box labelled "Mark as priority". This will place this task on the user's priority board, making it easily accessible.
Using a monthly schedule is a valuable way to reduce the number of times staff members need to complete the task.
Add a Description to the Template
Now, add a description to the template. This description should briefly explain this task and what types of activities can be booked under "Internal Time".
e.g. inform the user as to what is internal versus billable time.
Set the Status to "In Progress"
Next, set the status of the process to "In Progress". Since this is always In progress, you can auto-set the status or select a different status if a better option exists.
Create a Schedule
You'll then need to create a (monthly) schedule with a start date as the first day of the month and due date on the last day. You can use the "0 days from the end of the month" option.
This schedule should be set to repeat monthly with no end date set. You can use different frequencies.
We recommend monthly as this keeps the number of times your staff will need to complete the tasks. Unless you have weekly XPM tasks set up, reducing the task drain for staff is best.
Assign the Schedule to Users
The schedule should then be assigned to every user allowed to enter internal time.
Note: A separate schedule will need to be created for each user. You can use the "Copy Schedule" function to easily duplicate the schedule and just change the assigned user.
Assign the Work to your Practice Client
Select your Practice Client in the Client Selection column (e.g. XBert Internal)
If you don't have a practice client, you can create a workflow-only client that can be used for all work related to your practice and not a specific client.
Ensure this client has been mapped to your practice client for the internal time in XPM.
Following these steps will create a monthly internal job for each staff member. The XPM auto-mapping will allow all-time in XPM for internal time to be mapped to your XPM practice client, making tracking and managing internal time efficient and effortless.