3- Define Overhead Categories

Overhead categories are used to track employee time that is not chargeable or billable to a specific client project - often referred to as non-billable/chargeable or overhead time.  Some typical categories include paid time off (PTO), holiday, general and administrative, business development, professional development, etc.

In Squava, you define these specific categories for your employees to use in their timesheet to track overhead efforts within your firm rather than setting up a non-billable project like many systems employ.  These overhead categories should reflect the way you want your staff to account for overhead or non-chargeable time.

Tracking overhead time for all your staff is important to help you understand metrics like staff utilization that inform other financial metrics like overhead rate.   Setting up and using these categories will help Squava help you better understand your performance as a business. 

Your staff will also assign reimbursable expenses to overhead categories (either in their timesheet or expense report) to help someone know best how to account for these expenses in your company's financial ledger, or Chart of Accounts.

Check out the outlined steps below to get started! 

Quick Summary of Step-by-Step Guide: 

1. Access Mega Menu > Overhead Categories
2. Predefined Categories
3. Create New Category
4. Add Subcategories (if applicable)
5. Editing and Deactivating Overhead Category/Subcategory
6. Save and view the newest Overhead Category

In-Depth Step-by-Step Guide:

1. Access Mega Menu > Overhead Categories

   Define your Overhead Categories by clicking on the 'Company' tab, and then the 'Overhead Categories' sub-tab.

   
   
   
   
   

2. Predefined Categories

   You will see the following categories already created for you: General & Administrative, Holidays, and Paid Time Off. 
   
   

3. Create New Category

   If you need to enter any additional categories, you can do so by clicking on the 'New Category' button and a new window will appear for you to enter the required information. Click 'Save' when finished.  

   
          
   
   NOTE: You can assign Overhead Categories to specific offices if you'd like.  
   
   

4. Adding Subcategories (if applicable)

   In the same window where you enter the new Overhead Category, you have the option to add Subcategories.  You can also choose if you want to allow the Subcategories to be used as an expense, in addition to a task.  Remember to Save when you are finished.
   
   
   
   

5. Editing and Deactivating Overheard Category/Subcategory

   If you ever need to edit details on any of the categories, simply click the pen and paper icon next to each category.  This is also where you can deactivate Subcategories. 
   
   
   
   
   
   If you ever need to deactivate a specific Overhead Category, simply check the box next to the name of the Overhead Category, and then click the Deactivate Selected button.   
   
   

   
   
   

6. Save and View the Newest Overhead Categories

   After saving you will be able to see the newest Overhead Category you created. 

   
   
   

SUCCESS!!! 

• Now that you've defined your Overhead Categories, you should define your User Permissions.  
• Check out the Help Article: Define User Permissions.