Timekeeping & Invoicing Requirements

Welcome aboard! We’re genuinely excited to have you working with us and honored to have your time and talent helping us. To keep everything running smoothly, we just need to make sure we’re all on the same page when it comes to tracking time and invoicing.

Here’s how to do it

1.  Track Time by GitHub Issue

  • All time must be tracked per GitHub issue.

  • Each time entry should include:

    • GitHub issue number

    • GitHub issue name

    • Date worked

    • Time spent (in hours, rounded to the nearest quarter-hour (0.25 hr)

Example:

04/29/2025 | #237 – Fix broken login redirect | 2.5 hrs

2.  Non-GitHub-Issue Time

  • Time not tied to a specific GitHub issue (e.g. meetings, planning) should be labeled as “Non-Issue Time” and invoiced on a separate line.

  • Include the date, description, and time spent.

    Example:

04/30/2025 | Non-Issue Time – Planning meeting with Ben | 1 hr

3.  Invoice Labeling Requirements (Contractors Only)

  • If you are a contractor, please invoice us each Friday for that week’s time.

  • On your invoice, please include:

    • Date worked

    • GitHub issue number

    • GitHub issue name

    • Time spent (in hours, rounded to the nearest quarter-hour (0.25 hr)

    • Total time spent for the period

    Example:

04/29/2025 | #237 – Fix broken login redirect | 2.5 hrs 
04/30/2025 | #240 – Improve dashboard performance | 1.75 hrs
04/30/2025 | Non-Issue Time – Planning meeting with Ben | 1 hr

      TOTAL: 5.25 hrs

4.  Accuracy Matters

  • Round to the nearest quarter-hour (0.25 hr).

  • Be honest and precise—This helps us keep track of our cost to build and maintain features and functionality in our system.  It’s very important for us to track this and we cannot do it if we don’t have accurate records from you.

  • Accuracy produces Trust and trust is of utmost importance in building this team.