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Easier Bulk Editing for Time and Expenses

It’s time to review your team’s time before you bill your client. You head over to your trusty Detailed Time Report to see what’s been entered this month before you create an invoice. While skimming the entries, you realize some teammates have accidentally been tracking their time to the wrong project and task! 

Historically, this has been a bit of a headache to correct. Fiddling with report filters to hone in on specific entries can be time-consuming—Sometimes flat-out impossible! Your only other option is to manually correct your teammates’ timesheet, chewing up a lot of time.

We’re excited to offer you a much faster and easier option! From the Detailed Time and Expense reports, you can now select individual time and expenses entries to bulk edit.

How to Select Specific Entries for Editing

If you’re a Harvest Administrator, run a Detailed Time or Expense Report. Next, check the boxes next to the entries you’d like to bulk edit. Once you’ve finished selecting entries, click the Actions button, choose your desired action—for example, Move to another task or Mark as uninvoiced, and voilà! Harvest will only include the entries you selected in your bulk action.

Animated gif of selecting time entries on the Detailed Time Report

If all the entries in the report need to be updated, you can continue to bulk edit the same way you’ve always been able to without having to individually check time or expense entries.

Part of our mission at Harvest is to respect your time and help you maximize it. We hope this new feature is another small step towards that goal!

A Faster Way to Track Time with Harvest

Our days can get very busy! And, as our days get busier, it becomes harder to set aside time to fill out a timesheet. We end up jumping from task to task in order to get everything done, leaving our timesheet in the dust. 

When the dust finally settles, and we go to track our time the following day (or week), we have to cobble together a recollection of that time, asking ourselves “What on earth did I work on, and when did I work on it?!” It’s ok, we’ve all been there. It’s hard enough for me to remember what I had for lunch yesterday. Recreating a day’s worth of work, especially if it was incredibly busy, can be really tough!

Introducing Calendar Events in Harvest

We’ve heard from a lot of our customers who regularly reference their calendar when entering time into Harvest. That got us thinking: “Is there a way we can pull our calendars into Harvest?” As you’ve probably guessed by this point, the answer is “Most definitely!”

We’re happy to announce that over the next few days we’ll be rolling out the ability to connect Harvest with either Google or to pull your calendar events into your timesheet. You’ll no longer have to flip back and forth between Harvest and your calendar: you’ll now be able to reference what you worked on while tracking time. We’ve even made it faster to track time, since you can now click on a calendar event in Harvest, populating the new timer with all the relevant information.

How to Get Calendar Events to Appear in Your Timesheet

We’ve tried to make it as easy as possible to get calendar events into your timesheet. The next time you create a new entry in your Timesheet Day View, we’ll give you the opportunity to connect with either your Google or account.

Once you’ve connected to your calendar, we’ll immediately start pulling events from those calendars for the day you’re entering time on!

To populate a Harvest timer, click on a calendar event. We’ll fill the new timer’s notes with the event summary, as well as the timer’s duration or start/stop end times (depending on your account settings).

Now all you need to do is select the timer’s project and task, and you’re done! If you’re interested in the finer details, be sure to check out our Help Center.

Here’s to Faster Time Tracking

We recognize that time tracking can be a burden—we want to simplify and speed up that process. Whether you track in real time, at the end of the day, or the end of the week, we feel confident that this new integration will help make time tracking easier for you.

Two New Features to Help You Prioritize Info

Reviewing projects, teammates, and pending timesheets can sometimes be a bummer when it comes to quickly finding the information that matters most to you. You don’t need to see everything all the time. And nobody wants to scroll through a long list of projects or teammates to find the handful that are important now.

If you’ve found it difficult to focus on what you need, when you need it, I’ve got some good news. We’ve just made it a little bit easier to find the projects or teammates that’re most important!

Pin Projects and Teammates to Prioritize Your View

Most of the time, most people want to report on only a handful of projects or people. And those may not necessarily be the same projects or people your teammates focus on. Plus, the rest of Harvest’s data might be important every few weeks or months, but not every day.

On the Projects and Team Overviews, we’ve added the ability to pin projects and teammates to the top of the page! The great thing about pinning is that it’s personalized to you. Check out how easy it is:

  • On the Projects Overview, click Actions > Pin on the project you’d like to pin. Now this project will always appear at the top of the Projects Overview until you unpin it.
  • The process is similar for teammates. On the Team Overview, click Actions > Pin on the teammate, and then they’ll be listed at the top of the Team Overview until you unpin them.

Filter Pending Timesheets to View Just Your Team

It’s Friday afternoon, and you’re itching to get out of work for the weekend. The last thing you want to do is sift through 50 pending timesheets to find the few that actually matter to you!

To make your life a little easier, we’ve added a filter to the Pending Approval page to let you sort and approve timesheets by team roles, contractors, your pinned projects, or your pinned teammates.

Save Time in Harvest

We know you’re busy—the last thing you want to do is spend time trying to find the projects and teammates you need to see on a day-to-day basis. With these time-saving additions we’ll show you the right information at the right time.

It’s Now Easier to Review Your Contractors’ Time in Harvest

Every two weeks (or every month in some cases), it’s time to pay your contractors for the time they’ve worked. Maybe you’ve received an invoice and you’d like to match up the hours to the time they’ve tracked, or maybe they’ve finished work on a project and final payment is due. Now there’s a place in Harvest where you can go to find the information you need to review time and pay your contractors.

Previously, there wasn’t a clear place in Harvest for you to manage your contractors’ hours, whether you were trying to confirm the accuracy of a contractor’s invoice or just trying to figure out how much to pay them. First you’d have to run a report, filtered to just the contractors you were interested in, then export it to see their costs, and then sum that export to understand totals. Doing that every two weeks is tedious!

Contractor report

Today we’re introducing a new dedicated contractor report located in Harvest Reports. From here you can review your contractor’s time, view their total costs, and run or export a detailed time report. From here, you can see your contractor’s total tracked time and costs for any timeframe, or go to a more detailed report that shows the breakdown of their tracked time.

How do I review time and costs for my contractors in Harvest?

A person will show up in this new report as long as they’re designated as a contractor on their profile. This can be done when adding a new person to the team, or to edit an existing user profile go to Team, click on the person’s name, then click Edit Profile in the top right of their Person Page. They should also have a cost rate set up that’s equal to their hourly rate (what they charge you).

Once that’s done, go to the Contractor Report, filter by the timeframe you need, view the total hours and costs and you’ll be ready to review and pay your contractors for their time!

Our goal is to eventually have everything you need to manage contractors all in one place, and with this report we’re offering a first step towards making it easier to review time and pay your contractors.

Two New Changes To Help You Automatically Send Monthly Recurring Invoices

Recurring invoices in Harvest are a powerful tool for getting paid on a regular basis. Having Harvest automatically generate your invoices saves you a lot of time—especially if you invoice on a monthly basis. But having Harvest both generate and send your invoices every month, well that really allows you to stay focused on the work that matters.

We’ve made a few quality-of-life improvements to recurring invoices recently, so you can feel more confident in Harvest sending them automatically to your client.

New Month and Year Variables

Many of our customers use recurring invoices when they invoice on a regular, monthly basis. These customers often need to include the month name right on each month’s invoice.

Harvest didn’t support this, so these customers would set up their recurring invoices to create a draft every month, then they’d have to add the month name to the invoice themselves, and manually send it to their clients afterwards. When you have a lot of clients to invoice every month, this turns out to be a very tedious step.

Well say goodbye to that extra step every month! Harvest now supports month and year variables you can add to your recurring invoices.

Simply add %invoice_issue_month%, %invoice_issue_month_name%, or %invoice_issue_year% to either the recurring invoice subject, an item description, or the message you send to your clients, and Harvest will replace those variables with the correct issue month or year when the invoice is generated.

Automatic Thank-you Messages

Another extra invoicing step for our customers involved sending thank-you messages after their clients paid online.

When linking to a payment gateway so your clients can pay online, you’ll be getting paid 50% faster, but those payments might come in at all times of the week. If your client pays an invoice over a weekend and you want to send a thank-you, you’d either need to log in to Harvest on a day off, or wait a few days to thank your client.

Here again, we’ve removed this step. Now you can configure your Harvest account to automatically send a thank-you message after an online payment.

You can set this up for all invoices from Invoices > Configure > Messages, but you can also customize this setting for each recurring invoice.

Set It and Forget It

With the above changes, Harvest now has all the pieces for you to truly “set it and forget it” when it comes to getting paid. Just follow these steps:

  • Connect your account to an online payment gateway, like Stripe
  • Set up a recurring invoice for your client on a monthly basis, with the subject “Invoice for %invoice_issue_month_name% %invoice_issue_year%”
  • Set the invoice to automatically send to your client
  • Turn on automatic reminders
  • Turn on automatic thank-you messages

And that’s it! Harvest will automatically invoice your client every month with the correct month name, remind them if they’ve been late, allow them to pay online and set up a recurring payment, and automatically send them a thank-you after they’ve paid.

Let Harvest do all the heavy lifting, which means a steadier income for you, a smoother relationship with your client, and less busy work for everyone.

Update Your Team’s Billable Rates While Retaining Accurate Reporting

We recently introduced the ability to update your team’s cost rates without tainting historical data. On the heels of that, we’re happy to let you know you can now easily update your team’s billable rates—all while keeping historical data intact! This new functionality will even be accessible from our API!

Previously you had to use tedious workarounds to make sure you used the right rates at the right time. But now it’ll be easy for a teammate to have various rates over time, even on the same project!

Setting Up a Teammate’s Default Billable Rates

So how does it work? Each person can have a set of Default Billable Rates, which you can apply to specific timeframes. For example, one rate for last year, and a second rate for this year.

To set this up, head to any teammate’s profile. In their Billable Rate section, you’ll see a new Edit Billable Rate option with two choices:

  • Apply a new rate on an effective date. We’ll apply the new rate starting on the selected date, to projects that use default rates (more on that below). For example, if your teammate got a raise on January 1st, select that date to apply it to time tracked on the 1st and onward.
  • Apply a new rate to all time entries. We’ll apply the new rate to all time tracked by your teammate, on projects that use default rates. We’ll also apply this rate to projects you create going forward.

What About Custom Rates?

We know that not all projects are the same, and you might need a little flexibility for projects that don’t bill by your defaults. As we always have, Harvest will continue to let you set custom rates per project.

For each teammate on a project, you’ll have the option to:

  • Use their default rates – allowing you to use your teammate’s historical rates.
  • Or use a single custom rate – which would apply to all time your teammate tracks to the project.

If something changes, not to worry—you can switch between default rates and custom rates on a per project, per person basis at any time by editing your project.

One Important Thing for Projects That Existed Before This Change

There’s one catch: you’ll need to edit your projects if you want them to use your teammate’s new default billable rates. For example, let’s say your teammate has one rate last year, and a second rate this year. You’ll first need to set up those rates as their defaults, and then update your project to tell us to use those defaults.

To update your project, just edit it, then click Edit Rate beside each person, and specify if you want the project to use their default rates or a custom rate.

Why do you need to do the second step? When building this feature, we didn’t know if the rates on your existing projects were intended to be default rates. We didn’t want to make any assumptions about what you intended, because that could lead to misbilled clients or messed up reports!

The good news is, you’ll only have to do this once for each project. Also, if you’ve got a ton of projects to update and it’s going to take a long time to edit each person, we’ve got your back. Just contact us and we’ll help you out.

Save Time with Even More Accurate Data

Gone are the days of using time-consuming workarounds just to accommodate a rate change. And no more having to sacrifice accurate billing and budget info just to keep your team’s rates up to date. Now you can update those rates in seconds. You’ll always be able to rely on Harvest’s data for your billing and reporting. And you’ll have even more valuable insight into past data, so you’re fully informed for the future.

First Projects, Now Tasks! Another Fast Way to Edit Lots of Time at Once

Last year we added the ability to quickly move lots of time from one project to another. Today, we round out this bulk action by adding the ability to quickly move lots of time from one task to another, making it even easier to keep your team’s time accurate.

Here’s a common scenario. It’s Friday night, and you’ve got just one more to-do before the weekend: check on your team’s time. Everything looks good until you realize, uh oh, your team’s been tracking time to the wrong task all week!

Maybe they’re still getting used to a task restructure. Or perhaps a project had the wrong task added to it. Or maybe the client changed the scope of work and that update wasn’t implemented yet on the project.

Whatever the cause, it used to mean that you had to edit every single time entry. One. By. One…

How to Quickly Move Time between Tasks

Now, you no longer have to spend your time editing time. Our latest feature helps move a lot of entries between tasks with just a few clicks.

If you’re an Administrator, run a Detailed Time Report for the time entries you’d like to edit, then use the Bulk Actions menu to choose to Move hours to another task. With a quick confirmation, you can move thousands of entries to a different task, saving time, and keeping your account accurate and up to date.

A Few Details about Moving Time

Here’s a quick rundown of some special cases that you might run into when moving time to a new task:

  • If the task you’re moving time to isn’t on the project(s) of your selected time entries, we’ll assign that task to the project(s) for you.
  • If hours are approved, you can still move them.
  • If hours are invoiced, you won’t be able to move them. That could cause your invoices to get out of step with your projects.

The next time you discover a time tracking error, we hope our bulk move actions—both moving time between projects and moving time between tasks—help you save even more time to better spend elsewhere. Happy tracking!

Update: Accept ACH Payments and Disable CC Payments

Last quarter we announced support for ACH payments via Stripe for US customers. The response to this has been tremendous. With clients paying invoices via bank transfer (ACH), our customers are saving money on transaction fees, and getting paid faster!

But while we added the ability to turn on ACH payments (in the US), credit card payments could still be accepted as well. This meant that even if you enabled ACH payments, there was still the possibility that your clients could choose to pay via credit card. And you would foot the bill on those higher fees.

So we’ve made a small but meaningful update: US customers can now disable credit card payments via Stripe. This means you can now set up your Harvest account to only accept ACH payments on your invoices.

Just head to Invoices > Configure > Online Payment, and if you’ve linked your account to Stripe, you’ll see flexible options for both credit card and bank transfer (ACH) payments.

Note that if you have any clients with a recurring credit card payment, disabling the credit card payment method in Stripe will not cancel those recurring payments. You’ll need to manually turn those off if you no longer wish to receive them.

Why use ACH?

If you missed our original announcement about ACH support, here’s some more specific details on this payment option:

  • Credit card transactions typically incur a 2.9% cost in fees. This means on a $10,000 invoice, you pay $290 in fees. To prevent those fees, you might ask a client to send the money via check, but the downside is you might be left waiting days or weeks to get paid.
  • With bank transfer (ACH) payments, you can get paid fast without incurring those huge fees! Stripe charges only a 0.8% fee for ACH transactions, and fees are capped at $5 per transaction. With that same $10,000 invoice, you pay only $5 in fees—saving you $285!
  • While credit card payments post quickly, it can take up to 3-5 business days for ACH payments to be approved. When a client pays an invoice via bank transfer (ACH), you’ll be notified instantly by email, and the invoice will be marked as pending until it’s approved. We’ll notify you again when it’s approved and the invoice is marked as paid.

With fast payments and lower fees, ACH will save you both time and money.

What are you spending your time on, really?

How much time did you spend last week on your top priorities at work? How much was consumed by things that weren’t necessary at all – digging yourself out of an overflowing Inbox, or meetings that dragged on for what seemed like an eternity? We can’t go back and change things, but we can evaluate past time for insight into how we work and learn how to distribute our time better in the future.

We’re making it possible to do that with a new feature called Your Weekly Harvest! This report, sent via email every Monday morning, offers everyone who tracks time in Harvest a glimpse into your past week with beautiful charts to understand the overview of where your time went. Note that if you’ve tracked time in Harvest within the past 30 days, you’ll receive this email automatically. If you’d like to opt-out, there’s an easy unsubscribe link in the email, or go to My Profile > Notifications and deselect the setting for Your Weekly Harvest.

In the report, every task that you’ve tracked time to appears in a summary showing how much time you spent on each task that week. In a separate section for projects, a simple pie chart gives you the ability to see which projects and clients took up the most time.

Our hope is that this report can help you better understand where you’re spending your time and what kind of return you’re getting on the time you invest. It should help provide you with answers to crucial questions like:

  • What did I work on last week?
  • Am I spending my time effectively?
  • Am I meeting my goals?
  • What did I accomplish during that time?
  • Does the report match how I feel I spent my time?

We want to give you more control over your time, so you can use it more intentionally. Once you’ve taken stock of what you accomplished and where you fell short, you can use this information to improve how you work in the future.

A peek behind the curtain

Here at Harvest our own team has been testing out this report as a way to help us plan out our time. Here’s how some real-life Harvesters have found this information useful:

Your Weekly Harvest has been a great way to see where my time’s gone in the past week. Instead of a vague feeling of what I did, I can actually see how it compares to past weeks. It makes a subjective feeling more real—the week was really that busy—or shows that I didn’t spend as much time on a task as I thought I did.

I can then use that info to plan for next week—if I’ve been spending too much time on email, and not enough on research, that’s reflected in the report, and I know to keep an eye on that going forward.

~ Trey Jackson, Harvest Expert

While Trey uses the report to fill in gaps in the things he needs to spend more time on, Jamie relies on viewing the report each week to understand trends.

“Your Weekly Harvest lets me see trends in my own working style. When I review my time as a graph each week, I can easily spot where I’m building good habits or need to make changes.

If I recall a particularly productive week, I see the evidence in my tracked time, and that helps inform how to continue structuring my days in the future. I’ve learned that I do great creative work in the afternoon, for example, and it’s best if I get a bunch of smaller tasks done in the morning.

If a week got away from me, I can see that too, and having data helps me avoid being too self-critical. I appreciate being able to look at a graph and know that, even if it wasn’t my best week, I showed up. Whether it was a great week or a not-so-great week, I can look at my time objectively and keep moving forward.

~ Jamie Fisher, Harvest Expert

Both Jamie and Trey find the report useful to make their subjective feelings about the past week more real. A vague feeling that you weren’t spending enough time on something can be measured and inform decisions on how you spend time in the coming weeks.

Help us make it better

We’ve already received some great feedback from folks through the survey link in the email. Thanks so much for contributing your thoughts! We’re working hard to synthesize this research and make plans to improve this report even more. Additional features could include an even more detailed breakdown of time spent on projects and clients, as well as billable vs. non-billable hours. Let us know what you’d like to see!

In the meantime, we hope Your Weekly Harvest is useful for you, and helps you use your time a little more wisely!

New! Now You Can Change Cost Rates and Keep Past Data Accurate

Now you can easily change your team’s cost rates! That means it’ll be a snap to update your team’s costs to accommodate any salary increases or rate change—just in time for the new year. And all your data will stay in tip-top shape.

Previously, updating a teammate’s cost rate in Harvest would change all of the costs associated with their tracked time. This made it impossible to rely on Harvest data for historical cost reporting.

Now you can choose an effective date when updating a teammate’s cost rate. Time tracked to all prior dates won’t be impacted, and you’ll keep all your data accurate so you’ll have a valuable database of historical costs to reference.

How to Update a Person’s Cost Rate

To update a teammate’s cost rate, click Edit Profile on any person’s Team page. In their Basic Info > Cost Rate section, you’ll now see a new Edit Cost Rate option. Click it, and you’ll have 2 choices:

  • Apply the new rate to all time entries. Just like it sounds, we’ll apply the new rate to all time tracked by your teammate. This’ll also be their cost rate going forward.
  • Apply the new rate on an effective date in the past. We’ll apply the new rate to time tracked starting on the date you select. If your teammate got a raise on January 1st, select that date to apply it to time tracked on the 1st and onward.
Updating a person's cost rate

As soon as you’ve saved, we’ll immediately apply the rate to all applicable time entries. We’ve got step-by-step instructions to update cost rates in our Help Center here.

Insight into the Past, Value for the Future

One of Harvest’s strength is the insight it gives you into past work, which can inform future work. Harvest’s Projects section is like a library of information that tells you how effective your team has been, how profitable you were, how well you’d budgeted, and how you might want to budget for new work.

By maintaining an accurate record of the costs of your team, you’ll always be able to rely on Harvest projects to provide that valuable insight into both the past and the future. So cheers to a more accurate 2019!