Activities: what the word means and how they are handled in Kleer

The activity is what you report time on, and it decides whether the time is invoiced, whether it affects payroll and what it costs internally.

An activity is what you choose when you report time. It is not just a label: it decides three things that have consequences far beyond the time report.

The three things an activity controls

• Whether the time can be invoiced. If the activity is marked as invoiceable, the time ends up in the invoicing basis. If it is not, the time shows in the follow-up but never reaches a customer invoice.
• Whether the time affects payroll. An activity that affects payroll is linked to a payroll item, and a formula decides the price per hour. This is how overtime, standby and similar make their way from the time report to the payslip.
• What the time costs internally. The activity’s internal cost per hour is used as a suggestion when internal cost is set on a user, and it is what makes the project margin meaningful.

Where to find them

Activities are created under Settings > Activities and are then linked to projects. One activity can be used in many projects, and the price can differ between them.

Behind the activity there is a product, and the product decides the revenue account when invoicing. See How to create a product in Kleer.

Create a new one

See Add an activity in Kleer for the fields and what they do.

Why the time ends up wrong

Almost all errors of the type “the hours did not make it onto the invoice” or “the overtime is not shown on the payslip” are caused by the settings of the activity and not by the time report. Check in this order: the right activity is chosen, the activity is invoiceable or affects payroll, and the price is set at the right level.