Timesheets

Logging Time From a Task

1. Open any task with Allow Timesheets enabled on its project.
2. Go to the Timesheets tab → Add a line.
3. Enter Date, a short Description of what was done, and Hours.
4. The task's total logged time updates immediately, alongside its Planned Hours for comparison.

My Timesheets

Projects > My Timesheets (or a dedicated Timesheets app menu) shows every line you've personally logged across all projects, in a single list/grid you can filter by week or project — useful for entering time at the end of each day without hunting through individual tasks.

Non-Project Time

Time that isn't tied to a project task (general admin, internal meetings) can still be logged against a generic internal project/analytic account set up for that purpose, so total logged hours reconcile against total worked hours even for non-billable, non-project activity.

Submitting a Full Week at Once

For teams that need formal weekly sign-off (common where timesheets feed payroll or client billing directly), the Timesheet Sheet groups a week's entries into a single record with its own approval workflow, shown as a matrix grid: projects/tasks down the side, days of the week across the top.

Timesheet Sheet Statuses

• New – just created for the period, not yet touched.
• Open – the employee is actively filling it in.
• Waiting Review – submitted; sitting with the manager for approval.
• Approved – manager has signed off; entries are now considered final for that week.

Filling In the Grid

1. Go to Timesheets > My Timesheet Sheets (or it auto-creates for the current week).
2. Add a row per project/task you're working on this week.
3. Enter hours directly into each day's cell — the row and column totals update live, alongside your expected weekly hours from your working schedule.
4. Click Submit (or the equivalent confirm action) once the week is complete and accurate.

Manager Review

Managers see a queue of sheets Waiting Review, open each, and either Approve or send it back for correction. Once approved, treat the week as closed — if a correction is genuinely needed afterward, that should go through the same review process again rather than quietly editing an approved sheet.

Unusual Days

Days that don't match an employee's normal working calendar (public holidays, approved time off) are flagged automatically on the grid so a reviewer can see at a glance why a day has 0 hours instead of having to check the Time Off app separately.

Understanding How Time Is Actually Spent

Timesheet Analysis

Go to Projects > Reporting > Timesheet Analysis (or the Timesheets app's own reporting menu).

• Dimensions: Employee, Project, Task, Customer, Date, Billable/Non-Billable.
• Measures: Hours, Billable Hours, Cost, Revenue (if invoiced).

Utilization Rate

Billable hours ÷ total available working hours, per employee or team — the standard metric for a services business to judge whether staffing levels match demand. Track it over time rather than for a single week; short-term dips are normal, sustained low utilization is a staffing or pipeline problem.

Estimate Accuracy

Compare a task's Planned Hours against its actual logged hours across many tasks to see whether estimation is systematically too optimistic (or pessimistic) — feed that back into how future quotes/estimates are built.

Missing Timesheets

Filter for employees whose logged hours for a period fall well short of their expected working hours — usually means time simply wasn't entered yet, not that they didn't work, but it's worth chasing before it becomes a billing or payroll gap.

Best Practices

• Log time daily rather than reconstructing a whole week from memory on Friday afternoon — accuracy drops fast with delay.
• Keep task-level descriptions specific enough that a client invoice line makes sense on its own.
• Review and approve weekly sheets promptly — a backlog of unapproved sheets delays both invoicing and payroll.
• Reconcile total billable hours invoiced against Timesheet Analysis's billable-hours total each billing cycle.