Timesheets

Timesheets (ERP → Timesheets) is where everyone logs time against projects and where approvers approve it. It comes with the ERP module.

The page has these tabs:

• My week — your weekly grid.
• Approvals — time waiting for you to approve.
• Team — logged hours and utilisation for the people you manage.
• Unbilled — approved billable time not yet invoiced.
• Settings (admins only) — how timesheets work in your workspace.

The tiles at the top show your week, time waiting for approval, your team and unbilled time. Click any of them to open the matching tab. Every single entry is also listed under All time entries, with filters for status, project and billable.

Filling in your week

Each row is one project (and optionally one task), with a billable switch, a description and an hours box for every day of the week.

• Click Add row and search for a project. Suggestions show what you logged last week and the projects you are staffed on.
• Copy last week's rows adds last week's projects and tasks without the hours.
• Hours go in quarter hours (0.25), from 0 to 24 a day. Day and week totals update as you type, and a day over the workspace's daily limit is flagged. Days on or before the lock date cannot be changed.
• Click Save as often as you like. Saved time stays as a draft until you hand it in.
• Use the arrows to move between weeks, or This week to come back.

Rows that have been handed in or approved cannot be changed, and show their status. Rows that were sent back show the reason, and you can fix and save them again.

Handing in your week

Click Hand in week. You can add a note for your approver. Unsaved changes are saved first. Draft and sent-back time in that week goes to your approvers.

If you notice a mistake, click Take back to return the week's handed-in time to draft. Approved time cannot be taken back.

Who approves

Settings → Who approves:

• Managers (the default) — admins, the project's owner, manager or leader, and the person's line manager.
• Anyone except themselves — anyone with approval rights, except the person who logged the time.

Nobody can approve their own time.

Approving time

The Approvals tab groups time by person and week, with each person's note.

• Click Approve week to approve a person's whole week, or tick entries (or Select all) and click Approve.
• To send time back, click Send back and give a reason. The reason is shown on the person's row.
• Click Open week to see the person's whole week.

People are told when their time is approved or sent back. Anything that could not be done (for example, time on a locked date) is listed with the reason.

Approved time counts against the project budget and is copied to payroll. Sending back approved time takes it off the budget and removes the payroll copy. Time that has been invoiced, or already paid in a payroll run, cannot be sent back.

Team

Line managers, project owners and admins see, for each person: hours logged, expected hours, billable hours, utilisation (billable ÷ expected) and whether the week is handed in. Choose this week or the last 4 or 12 weeks, or tick Only people not handed in. Managers can open a direct report's week (read only) from their name.

Unbilled time

Approved billable hours not yet on an invoice, by project and client: hours, value at the project's hourly rate and the oldest entry. Projects without an hourly rate are called out so you can add one. Click a project to open its billing tab, or the client to open their CRM record.

Settings

• Week starts on — default Monday.
• Expected hours a week — default 37.5. Used for people who have no working hours of their own, and drives logged % and utilisation.
• Most hours in a day — default 24. A day with more time than this cannot be saved.
• Description required — every row with hours needs a description.
• Who approves — see above.
• Lock time up to — once a period has closed for payroll or invoicing, time on or before this date can no longer be added, changed, approved or sent back.
• Remind people to hand in — people whose previous week is not handed in get a reminder on the day and hour you choose (UK time). Default Monday at 9:00.
• Remind approvers — on weekday mornings at 9:00, approvers with time that has waited more than two days get a reminder.