Time breakdown chart at the task level

The time breakdown chart, available in the Time breakdown section of the task detailed view, is a bar chart that helps you track your budget by role. You can use it to determine whether you’re nearing the budget or going over it, and address potential issues in a timely manner before they occur.

• For parent tasks, the time breakdown chart summarizes the total planned, done, and remaining time across the parent and all its subtasks, reflecting the overall progress of the deliverable.
• For tasks where multiple people are working on the same work, the chart provides better visibility into who went over budget and by how much.

1. Plan availability

The time breakdown chart is available in certain Scoro plans:

• Current plans: Growth, Performance, Enterprise
• Legacy plans: Standard, Pro, Ultimate

Learn more about Scoro subscription plans on our Plans & Pricing page.

2. Permissions related to the time breakdown chart

The budgeted hours in the time breakdown chart are visible only to users whose permission set has the View budget for the task based on the quote permission enabled.

For more information on managing the permission sets, see our Permission sets article.

2. How to read the time breakdown chart

The time breakdown chart tracks the relationship between:

• the time you've budgeted for the task (if the task is linked to a quote line)
• the time you've planned for your team
• the time your team has actually spent
• the remaining planned time 

The time breakdown chart shows all users and roles assigned to the task, as well as users who aren't assigned to the task but who have logged their time on it.

Time breakdown chart legend:

• Grey bar (Budgeted) – the budgeted time for the user or role (shown for tasks that are linked to a quote line)
  •  
• Colored bar (Planned) – the planned, done, and remaining time for the user or role:
  • Blue solid section – the done hours based on the completed time entries and events
  • Blue striped section – the remaining planned time that's not done yet
  • Red striped section – the planned time that exceeds the budgeted time
  • Red striped color –  indicates the remaining planned time that exceeds the budgeted time
  • Red striped color – the done time exceeding the budget

You can use the By role and Total buttons to view the time breakdown by role or a summarized overview of the total budgeted and planned time.

2.1. Tasks linked to a quote line item

For tasks linked to a quote, the chart will show the Budgeted and Planned bars for each user or role. You can compare the planned hours with the budgeted hours to easily monitor whether you’re nearing or exceeding your budget.

If you modify the budgeted hours or roles in the quote, the time breakdown chart will be updated automatically as well.

If the task has assignee(s) with no hours budgeted in the quote, the chart will show only the planned, done, and remaining hours for those assignee(s). The bar for these assignees will appear red because there’s no time budget for them.

If multiple tasks are linked to the same quote line, the time breakdown chart on all those tasks will display the same information. For example, the images below display two tasks, each assigned to a different user. However, the time breakdown charts on both tasks show the same information.

2.2. Tasks not linked to a quote line item

For tasks not linked to a quote, the time breakdown chart displays only the Planned bar with the planned, done, and remaining hours, allowing you to track effort against internal plans even without a quote-level budget.

2.3. How is parent task and subtask data displayed?

If your site uses subtasks, the time breakdown chart is shown only on regular tasks (tasks without subtasks) and parent tasks; it is not displayed on subtasks.

The time breakdown chart on the parent task acts as a cumulative summary, aggregating data from every nested subtask to provide a high-level view of the entire deliverable plus the time on the parent task:

• Planned time – the total planned duration of the parent task and subtasks
• Done time – the total completed time entries and events on the parent task and all its subtasks
• Remaining time – the difference between the total Quoted and Done time across the parent task and all its subtasks

The time breakdown chart on the parent task aggregates all users and roles across all subtasks. This allows you to see if a specific role (e.g., Consultant) is over the budget, and you can then inspect the subtasks to see where they went over it.

The Quoted time serves as the budget ceiling. After you've created tasks from a quote, you can start creating subtasks, using the Quoted hours in the time breakdown chart as the budget reference. The Planned bar on the parent task will grow as you're adding subtasks.

Example

The client has confirmed the Brand Discovery & Visual Foundation service we quoted, and we've created a parent task from that quote. The time breakdown chart displays the users we allocated to this deliverable via the quote estimation matrix, along with the budgeted hours for each.

We can use the information in the time breakdown chart when adding subtasks to ensure their planned duration doesn't exceed our budget.

2.4. Custom split of planned time

For tasks without a custom split of the planned time, the planned hours are split equally among the task assignees.

In the example task below, we see that the task has 10 planned hours, which are divided equally between Jane and Kevin.

For tasks with a custom split of the planned time, the planned hours in the time breakdown chart are shown according to how you’ve split them among the task assignees.

In the example below, you can see that Jane has 4 planned hours and Kevin has 6, as shown on the chart.