Timesheets
Log time against projects and tasks, manage the approval lifecycle, and convert approved hours to client invoices.
Timesheets are how the team records where time goes. Every hour logged against a project flows through an approval lifecycle. Approved time drives the project's Total Hours, Billed and Total Cost cards. The accuracy of project profitability depends entirely on the completeness and accuracy of timesheet data. No journal is posted at any stage.
Accessing Timesheets
Navigate to: Operations → Projects → Timesheets view
Time can also be logged from a task's page, where the project, job and task are pre-filled.
Timesheet Fields
| Field | Required? | Details |
|---|---|---|
| Team Member | Yes | Who performed the work. |
| Project | Yes | The project being worked on. |
| Job | No | The job (phase) within the project. |
| Task | No (Recommended) | The specific task within the job, offered once a job is chosen. Logging to task level gives the most granular reporting. If the work does not map to a specific task, leave blank. |
| Date | Yes | The date the work was performed. This is the work date — not the submission date. |
| Time entry mode | Yes | Enter Hours (total hours worked in quarter-hour steps up to 24, with quick buttons) or Time Range (Start Time and End Time; the system calculates the duration). |
| Description | No (Recommended) | What was actually done during this time. |
| Billable Time | No | Whether these hours are billable, with an hourly rate when ticked. The estimated billable amount (hours × rate) shows beneath as you type. |
Timesheet Status Lifecycle
| Status | Meaning |
|---|---|
| Draft | Created but not yet submitted. The entry can be edited or deleted. Submit for Approval sends it on. |
| Submitted | Sent for approval. The entry shows Approve and Reject to reviewers. |
| Approved | Approved by the reviewer; Approved By and Approved At are recorded on the entry. The entry can no longer be deleted. |
| Rejected | Returned with a rejection reason, shown on the entry. The entry can be edited and resubmitted. |
Approving Timesheets
Open a Submitted entry from the Timesheets view. Click Approve, or Reject and enter the reason in the Reject Time Entry dialog — a reason is required.
Approve timesheets weekly rather than letting them accumulate. Stale unapproved timesheets distort project cost figures (costs look lower than they are until hours are approved) and delay invoicing. A weekly Friday approval routine keeps project financials current.
Billing for Time
Invoices are raised from the project page — the quick-create Invoice shortcut or the Costing tab — already linked to the project. Time entries are not turned into invoice lines automatically; use the project's Total Hours and Billed cards, each task's Billable Amount, and the entries' descriptions to build the invoice.