This guide covers tracking billable time for your team members.
A critical component of any services business is tracking the time your team spends on projects. This time is used to generate invoices for your clients, prevent burning your team out, and to track the profitability of your projects.
Time tracking is two components: time entry and time approval. Team members enter their time in the time tracking module, and managers approve the time.
Timesheets are organized by week. A billable team member submits a weekly timesheet containing the hours they've worked for each project they are assigned to.
Time entry is available for all Billable User roles. Time approval is available for all Project and Leadership roles.
Billable users navigate to the Timesheets page from the side navigation bar. At the top of this screen is a timesheet picker that allows you to select the week you want to enter time for.
Underneath the picker is a list of all projects the user is assigned to for the selected week. For each project is a row of 7 cells, one for each day of the week that they will enter the hours they worked on that project.
Additionally, the user may specify more detail for which part of the project they worked on by selecting from the Activity dropdown. They can add multiple activities for each project by clicking the + button next to the activity dropdown.
Users are allowed to enter time in previous and future weeks, in case they missed a timesheet or they want to plan ahead.
A user can save their timesheet at any time by clicking the Save without submitting button. Once they are ready to submit, they click Submit for approval.
Project and Leadership roles can approve time by navigating to the Timesheets page from the side navigation bar and selecting the Manage tab at the top of the screen.
Like time entry, timesheets are organized by week and can be navigated to using the timesheet picker at the top of the screen. Every team member with an assigned project appears as a row, and the status of their timesheet for that week is shown in the Status column (unsubmitted, approved, rejected). When a timesheet is submitted, a manager can review the timesheet and approve or reject the timesheet by using the Actions menu.
When a timesheet is rejected, the user can edit that timesheet again and resubmit it. A timesheet that is erroneusly approved can be unapproved by a manager by selecting Reject from the Actions menu.
This screen can also be used to track deliquent timesheets.
For Time and Materials projects, the approved hours are used to generate invoices. See Invoicing for more information.
