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Timesheet Management ​

Track employee time, manage billable hours, and integrate with projects and invoicing.

Overview ​

The Timesheets feature provides:

  • Time entry and tracking
  • Project association
  • Billable vs non-billable hours
  • Approval workflow
  • Integration with invoicing
  • Time reporting and analytics

Logging Time ​

Creating a Timesheet Entry ​

  1. Navigate to Timesheets in the sidebar
  2. Click Log Time
  3. Fill in the details:
    • Employee (auto-filled for your account)
    • Date (required)
    • Hours (required): Number of hours worked
    • Rate (auto-filled from employee profile)
    • Project (optional): Associate with a project
    • Task Description (optional): What work was done
    • Billable (checkbox): Is this time billable to client?
    • Status: Draft, Submitted, Approved
  4. Click Save

Timesheet Statuses ​

Draft ​

  • Entry is being prepared
  • Can be edited or deleted
  • Not yet submitted

Submitted ​

  • Entry has been submitted
  • Awaiting approval
  • Can be edited by submitter until approved

Approved ​

  • Entry has been approved
  • Locked from editing
  • Can be used for invoicing

Billable vs Non-Billable Time ​

Billable Hours ​

  • Time that can be charged to clients
  • Used when creating invoices
  • Tracked separately in reports
  • Typically project-related work

Non-Billable Hours ​

  • Internal time (admin, training, etc.)
  • Not charged to clients
  • Still tracked for payroll/planning
  • Useful for capacity planning

Approval Workflow ​

Submitting for Approval ​

  1. Create timesheet entry (Draft status)
  2. Review and complete all details
  3. Click Submit for Approval
  4. Entry moves to "Submitted" status
  5. Administrator receives notification

Approving Timesheets ​

Administrators can:

  1. View submitted timesheets
  2. Review hours, project, and description
  3. Click Approve or Reject
  4. Add approval notes if needed

Rejected entries:

  • Return to Draft status
  • Can be edited and resubmitted
  • Rejection reason is noted

Project Integration ​

Associating with Projects ​

When logging time:

  1. Select a Project from dropdown
  2. Time is linked to that project
  3. View total time per project
  4. Use for project invoicing

Project Time Totals ​

View time spent on projects:

  • Total hours per project
  • Billable hours summary
  • Hours by team member
  • Time breakdown by task

Invoicing Integration ​

Using Timesheets for Invoicing ​

When creating invoices:

  1. Select a client
  2. Optionally click Add from Timesheets
  3. Select approved timesheet entries
  4. Line items are created automatically:
    • Description from task
    • Hours from timesheet
    • Rate from employee profile
    • Total calculated

Benefits ​

  • Accurate time tracking
  • Automatic invoice line items
  • Project-based billing
  • Detailed time descriptions

Timesheet Reports ​

View timesheet analytics in Reports → Timesheets:

Utilization Reports ​

  • Hours worked per employee
  • Billable vs non-billable ratio
  • Capacity utilization
  • Overtime tracking

Project Reports ​

  • Time per project
  • Project profitability
  • Team member contributions
  • Time by task type

Financial Reports ​

  • Billable hours value
  • Revenue from time
  • Cost analysis
  • Profitability by project

Bulk Actions ​

Bulk Submission ​

  • Select multiple draft entries
  • Submit all at once
  • Faster approval workflow

Bulk Approval ​

  • Administrators can approve multiple entries
  • Select and approve in batch
  • Efficient for weekly approvals

Best Practices ​

  • Log daily: Enter time daily for accuracy
  • Be descriptive: Clear task descriptions help invoicing
  • Use projects: Always link to projects when applicable
  • Mark billable: Correctly mark billable vs non-billable
  • Submit regularly: Don't let entries pile up
  • Review before submit: Check details before submitting

Time Entry Tips ​

  • Set reminders: Log time at end of each day
  • Use templates: Create common task templates
  • Track all time: Even non-billable for planning
  • Be specific: Detailed descriptions help clients understand work
  • Link projects: Always associate with projects when possible

Employee Profiles ​

Employee hourly rates are set in Employees:

  • Used for timesheet calculations
  • Can vary by employee
  • Updated in employee profile
  • Used for invoice generation

Next Steps ​

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