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Time Accounts

Time accounts are named billing containers that group time entries for reporting and invoicing. Use accounts to separate time by client, retainer, or cost center so that reports show exactly what was logged against each one. All account configuration is in Admin → Time Tracking → Accounts.

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Account fields

FieldDescription
NameThe display name shown on reports, in the entry dialog, and throughout the admin interface. Choose a name that is meaningful to your billing process — for example, “Acme Corp Retainer” or “Internal Infrastructure”.
Lead UserOptional. Assign a user responsible for this account. The lead user is informational — it appears in the account list and can be used to filter internally.

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Assigning entries to accounts

When creating or editing a time entry, select an Account from the account dropdown in the entry dialog. The field is optional. Entries without an account appear under a catch-all “No Account” group at the top of the Reports drilldown. Time entries can be reassigned to a different account at any time by editing the entry — as long as the timesheet period is not in SUBMITTED or APPROVED status.

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Accounts in reports

Accounts are the top level of the Reports drilldown hierarchy. Every report result starts with the account level, even if only one account is selected in the filter. Expand an account row to drill down into:
  1. Spaces — which Collabase spaces contain the time.
  2. Projects — which projects within those spaces.
  3. Tasks — which tasks within each project.
  4. Users — who logged the time on each task.
This structure makes it straightforward to produce a per-client summary that breaks down billable time from the top level all the way to individual tasks and contributors.

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Creating an account

1

Go to Admin → Time Tracking → Accounts

You need instance admin access to create accounts.
2

Click + New Account

The create dialog opens.
3

Enter the account name

Choose a name that reflects the client, retainer, or cost center. This name appears in the entry dialog and all reports.
4

Assign a Lead User (optional)

Search for and select the user responsible for this account. You can skip this field and assign it later.
5

Click Create

The account is saved and immediately available for selection when logging time entries.

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Editing an account

1

Open the account

Navigate to Admin → Time Tracking → Accounts and click the account name.
2

Update the fields

Change the name or lead user as needed.
3

Click Save

The updated name appears across all existing time entries and reports instantly.

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Deleting an account

1

Reassign or delete all linked time entries

An account can only be deleted if no time entries reference it. Open the Reports view, filter by the account, then either edit each entry to point to a different account or delete the entries.
2

Open the account

Navigate to Admin → Time Tracking → Accounts and click the account name.
3

Click Delete

If all linked entries have been removed, the Delete button is available. Click it and confirm.
Deleting an account is permanent. You must reassign or delete all time entries linked to the account before the delete option becomes available. Consider archiving or renaming inactive accounts instead of deleting them to preserve historical report data.

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Using accounts for invoicing

Accounts do not generate invoices directly inside Collabase. Use the Reports view to filter by account and date range, then export the results or read the totals to populate your invoicing tool. The report shows total hours, billable hours, billable percentage, and entry count for each account at every drilldown level.