Skip to main content
Back to Kantata.com Blog Tour Status

Managing Time & Expense Tracking Settings

By Sarah Bridges | Updated
Ask ChatGPT Ask Claude

Overview

With Kantata’s time & expense tracking settings, you can broadly define when projects and tasks can have time and expenses tracked to them, as well as which account members can configure these settings. Being able to delegate these time management actions to specific team members saves time for both Account Administrators and Project Administrators as the project progresses.

Tip: For even more customizability and time savings, you can leverage Kantata Connect to automatically activate or deactivate time tracking for projects and tasks based on a number of different criteria. For example, you can create a recipe that automatically activates time tracking when a project moves out of the Estimate stage or another recipe that automatically deselects Time Trackable when a task is completed.

Time tracking settings for both projects and tasks can be managed at the account, project, or task level. Expense settings can only be managed at the task level. Depending on your account settings, some users may not be able to change settings on projects and tasks or these settings may be restricted to Account Administrators only or specific project members.

Account Settings

On the Time & Expense Settings page—located under Settings > Time & Expenses—Account Administrators can determine if time tracking is always active for projects, if only Account Administrators can activate or deactivate time tracking, or if Project Administrators and project members with permission to configure time & expense tracking setting can activate or deactivate time tracking.

Tracking Time and Expenses Radio Buttons.png

Note: If you select Set by Project Participants with Additional Access, Project Administrators are immediately able to configure time tracking settings. Other project members will need their Project Permissions updated manually before they can perform those actions. The Project Permissions Defaults page should also be updated to reflect which permissions levels should have this level of access by default.

Unless time tracking is always allowed, you can also choose whether newly created tasks can have time and expenses tracked against them by default or not.

Default for New Tasks.png

Regardless of the time tracking settings selected above, you can also choose to prevent specific types of tasks from having time tracked against them in any project.

Track Time Against setting.png

Note: There are additional settings on this page that allow you to control whether time entries and expenses require approval, what information is required when submitting time entries or expenses, if time entries can be submitted before certain dates (like the end of the month), and more!
For more information on these settings, see Time & Expense Settings.

Project Settings

When you have the proper account settings and permissions, you can choose whether time tracking is allowed for a project. Time tracking for a project can be activated or deactivated for all team members from the following places:

Note: If you want to prevent only specific people from tracking time or expenses, a Project Administrator can adjust their Additional Access on the Project Permissions page.

Task Settings

Whether time tracking is activated on the project or not, members with the proper permissions can configure whether you can track time and expenses against tasks. Your selection will only be enforced for time entries when time tracking is activated for the project. This is especially helpful during project setup phases when you don’t want your project team tracking their time against the project yet.

Note: If time tracking isn’t allowed for a specific task type via account settings, then you cannot activate time tracking for those tasks.

You can configure time tracking settings for individual tasks from the following places:

  • Task side panel
    Time Trackable Checkbox.png
  • Track Time & Expenses column in Task Tracker
    Track Time & Expenses Column in Task Tracker.png
  • Task Tracker bulk actions
    Set Time & Expense Tracking modal.png

 

Related Articles

Time

Expenses

QuickBooks Integration

Kantata OX API

By Sarah Bridges
Join us at Kantata!
Return to top