Track agreed packages and extra work

Tracking the agreed package against extra work lets you see, per client per month, how much of your work was inside the contract and how much went beyond it — the evidence you need for billing and repricing conversations.

The key idea: the package and extra work are fed into Uku in two different ways. The package is a target you set; extra work is a flag you put on individual tasks. Both then surface side by side in Monitoring.

• Company Admins and Company Owners on the Team plan can set Monitoring targets for all clients.
• Company Members with Client Admin permission can set targets for their assigned clients.
• Any team member can flag a task as extra work; setting the flag on a client’s Workflow or on a workflow template requires Company Admin, Company Owner, or Client Admin permission.

The base package is tracked as a Total time target in Monitoring. Total time counts all hours logged for the client in the period, so the target represents the hours your agreed package covers.

Path: Monitoring → [client] → edit icon

1. Open Monitoring from the main navigation.
2. Find the client and click the edit icon on the client’s row.
3. Select the period (for example, the current month).
4. Enter the Total time target — the hours your agreed package covers.
5. Optionally set a ± range to control how much variance still counts as On track.
6. Click Save.

Targets carry forward automatically to future periods, so you only revisit this when the agreement changes. When logged time exceeds the target plus its range, the client’s Monitoring row turns red (Over) — your signal that the package was exceeded.

Extra work is not a target. When you deliver something beyond the agreed package, you flag that task as extra work, and Monitoring totals those hours separately.

Path: open the task → bookmark-plus icon
Also: Clients → [client] → Workflow → recurring task → bookmark-plus icon

1. Open the task from the Dashboard, Calendar, or the client’s task list.
2. Click the bookmark-plus icon in the task toolbar. The task shows an orange indicator confirming it is flagged as extra work.
3. Log time on that task as usual.

If the extra work repeats every period, set the flag on the recurring task in the client’s Workflow (or on the workflow template) so it carries forward to future occurrences automatically. See Mark extra work for bulk-flagging and template steps.

Monitoring shows the package and extra work as two distinct metrics for the same client and period, so you never have to remember each client’s agreement by heart — it is on the screen.

• Total time — all hours logged for the client, compared against your package target. Red means the package was exceeded.
• Extra time — the subset of those hours that you flagged as extra work, shown separately. You normally leave its target empty (or set it to 0 so any extra work stands out at a glance).

Because Total time includes every logged hour, extra-work hours are counted in both metrics: once in Total time (did we go over the package?) and again, itemised, in Extra time (how much of that was out of scope?). The same flag also powers the Extra work filter in Report — see Monitoring for the full metric list and the Summary tab for the extra-work column.

Extra time only counts hours on tasks that carry the extra-work flag. Open the tasks in question and confirm each shows the orange extra-work indicator (the bookmark-plus icon is toggled on). Hours logged on un-flagged tasks count toward Total time only.

The contract (leping) defines what you bill, not what you track against. Package-vs-extra-work tracking is done with the Monitoring target plus the extra-work flag, as above — the contract has no “agreed hours vs actual” comparison and does not turn red.

Check the ± range on the Total time target. A wide range keeps the status On track even with a sizeable overrun. Lower the range to tighten the threshold. Also confirm a target is actually set for the period — a client with no target shows No target, not Over.

The extra-work flag covers the entire task, so a partially-extra task can’t be split by hours. Create a separate task for the out-of-scope portion, log that time there, and flag only that task as extra work.