Timesheets - Logging Non-billable Time

Learn how to accurately log non-billable time, select the correct category buckets, and handle flexed time properly in your Harvest timesheet.

June 29, 2026 By John Grigg

This guide explains how to properly log non-billable time for activities like internal meetings, training, and admin. By categorizing your time accurately, you ensure timesheet reviews are seamless and help the business track general operational bandwidth.

This process applies to all employees and contractors who track their time weekly. You will use this workflow anytime you engage in work activities that cannot be billed directly to a client.

Adding a Non-Billable Row

Step #1: Click the + button in the top left to add a new row to your timesheet. — Click the + button in the top left to add a new row to your timesheet.

Step #2: In the project dropdown, search for and select The Story Engineers (Non Billable). — In the project dropdown, search for and select **The Story Engineers (Non Billable)**.

Step #3: Select the appropriate task bucket from the task dropdown. — Select the appropriate task bucket from the task dropdown.

Some task buckets have a small up arrow symbol at the end. These are department-specific (e.g., Finance, Business Operations, Business Development). Only select these if you work within those specific departments.

General Non-Billable Categories

If your time doesn't belong to a specific department, choose one of these standard buckets:

Category	Description
Management HR	For managers and direct reports covering one-to-ones, employee reviews, and recruitment.
General Admin	The most common non-billable category. Use this for expenses, filling out timesheets, internal meetings, external industry events, and general IT troubleshooting.
General Overheads	A catch-all for non-billable time that doesn't fit anywhere else. You must include a note explaining your activity when using this bucket.
Leave and Absence	Used to log approved time off or sick days.

Step #4: Click Save row to add the entry to your weekly timesheet. — Click **Save row** to add the entry to your weekly timesheet.

Step #5: Click into the text field for the relevant day and enter the hours worked. — Click into the text field for the relevant day and enter the hours worked.

Step #6: Click the notes icon to add an explanatory note if you selected the General Overheads bucket. — Click the notes icon to add an explanatory note if you selected the General Overheads bucket.

Logging Leave and Absence

When tracking time off, ensure you choose the correct absence type from the options available under the Leave and Absence category:

Leave Type	When to use it
Annual Leave	For standard planned time off (must be booked in Breathe first).
Bank Holiday	For national public holidays.
Sick Leave	For when you are unwell and unable to work.
Other Leave	For approved absences like unflexible medical appointments, compassionate leave, or emergencies approved by a manager/HR.

Do not pad your timesheet. If you had a busy week and work a shorter day on Friday to flex your time, just log your actual hours. Do not add a fake "leave" row to top up your timesheet to 7.5 hours.

Q: Should I add a "leave" row to top up a short day to 7.5 hours?

A: No. If you work a shorter day to flex your time after a busy period, only log the hours you actually worked. Do not artificially pad your timesheet.

Q: What if my non-billable task doesn't fit into any of the standard categories?

A: Log it under "General Overheads" and add a note explaining what you were doing. If the activity becomes common, the operations team can create a new category for it.

Q: Who can use the categories marked with an up arrow symbol?

A: The up arrow indicates department-specific buckets (like Finance or Business Operations). Only use these if you are a member of that specific department.

Q: Is it bad to have a lot of non-billable time on my timesheet?

A: Not at all. Training, admin, and internal meetings are a normal part of the job. However, if it makes up a disproportionately large portion of your week, your manager may want to review it with you to ensure your workload is balanced.

Q: Who should I ask if I am unsure where to log my time?

A: Ask your question in the timesheets Slack channel, or reach out to HR, your manager, or the operations director.

Term	Definition
Non-billable time	Any work activity that isn't charged directly to a client, such as training, internal meetings, or admin.
Bucket	A specific category or task line item used in Harvest to classify time entries.
General Overheads	A catch-all timesheet category for non-billable tasks that do not fit into any other standard bucket.
Flexing time	Working longer hours on some days and shorter hours on others to balance your overall work schedule.
Breathe	The HR software system used by employees to formally book annual leave.