Time Tracking & Timesheets
Time tracking ties the hours your team works to the projects and tasks they work on, then routes that time through a manager's approval before it can be billed. There are two places to work with it: each person's weekly Timesheet, and the project's Time tab.
A time entry
Each time entry records:
- The Workforce member, a Date, and Hours (more than zero)
- Optional Start Time and End Time — entering both fills in Hours from the difference
- The project and, optionally, the task
- A description
- Billable, an hourly rate and the resulting Amount (hours × rate) — rate and amount apply only to billable time
- An approval status and a billing status
The weekly Timesheet
Timesheet under Project in the left navigation is your own weekly grid — it shows only your hours.
Your user account needs to be linked to a workforce record. If it isn't, the page shows Workforce Record Required until an administrator makes the link.
The grid runs Monday to Sunday. Rows come from your existing entries for the week, plus a row for every project you are assigned to, so you can type straight into a project you haven't logged against yet. The weekly target shown in the summary is 40 hours.
- Hours are kept between 0 and 24 per cell and rounded to the nearest quarter hour when you leave the cell.
- A cell over 10 hours is highlighted as a warning; a day over 24 hours in total turns red.
- Enter saves and moves down, Tab saves and moves right, Shift+Tab moves left, the arrow keys move between cells, and Escape discards the edit. Typing a digit on a selected cell starts editing.
Save appears once you have unsaved changes and stores them as Draft. Submit saves anything pending and then submits every row with hours for that week — it is a whole-week action. Moving to another week discards unsaved changes, so save or submit first.
The project Time tab
Inside a project, the Time tab is the manager's view of everyone's hours on that job. The Pending view narrows the list to entries waiting for approval.
From here a manager can:
- Log time on behalf of any team member.
- Edit or delete entries.
- Approve or reject entries one at a time or in bulk.
Only Submitted entries can be selected for approval or rejection — draft, approved and rejected rows can't. Rejecting needs a reason: the reject button stays disabled until you type one, and the reason is shown on the entry afterwards so the team member knows what to fix.
Approval status
| Approval status | Meaning |
|---|---|
| Draft | Logged but not sent for review. The default for a new entry. |
| Submitted | Waiting for a manager. |
| Approved | Cleared for billing. |
| Rejected | Sent back with a reason. |
Only approved time counts toward a budget line's actual labor cost, and only approved time can be billed.
Billable vs. billing status
Two separate ideas:
- Billable is a yes/no flag — should the customer pay for this time at all?
- Billing status tracks whether billable time has been invoiced yet:
| Billing status | Meaning |
|---|---|
| Unbilled | Not yet on an invoice. The default. |
| Pending | Marked as queued for billing. |
| Billed | Already on a customer invoice. |
A time entry reaches an invoice only when it is billable, approved and not yet billed. Billing the project moves those entries to Billed; if that invoice is later cancelled or deleted, they return to Unbilled and can be billed again. See Billing & Financials.
If an entry is missing from an invoice, check its approval status first — an entry that is billable and unbilled but still Submitted is the usual reason.