Timesheets

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.

Turning Logged Hours Into an Invoice

When a project's Billing Method is set to Timesheets rate (see the Projects course), every hour logged against it becomes billable at the rate configured on the linked Sales Order line.

The Flow

1. A Sales Order with a time-and-materials service product is confirmed — this creates/links the project.
2. Employees log hours against the project's tasks as work happens.
3. From the Sales Order, click Create Invoice → choose Timesheets (or "Delivered quantities") to pull in all uninvoiced logged hours at the agreed rate.
4. Review the invoice — individual timesheet descriptions can appear as invoice line detail, which is often exactly what a client wants to see for a T&M engagement.

Billable vs Non-Billable

Not every hour on a billable project should necessarily be charged to the client (e.g. internal rework, a goodwill fix). Mark individual timesheet lines as non-billable so they're excluded from the invoice while still counting toward the project's true internal cost and profitability.

Fixed-Price vs Time-and-Materials

On a fixed-price project, timesheets still matter for internal cost tracking and profitability even though they don't directly drive the invoice amount — compare logged hours × cost against the fixed fee to see whether the project is actually profitable, separate from what gets billed.

Tracking Where Time Actually Goes

Timesheets record hours worked against a project, task, or (for non-project work) a general timesheet entry. The same underlying record (account.analytic.line) is used whether you're logging time quickly from a task's Timesheets tab or filling in a full weekly timesheet grid — they're two different ways to enter and manage the same data.

Two Ways to Log Time

Why It Matters Beyond Payroll

• Project costing – timesheet hours × employee cost feed project profitability.
• Customer billing – for time-and-materials contracts, timesheets are literally what gets invoiced.
• Capacity planning – knowing how full someone's week actually is versus their nominal schedule.