Time Tracking

Time tracking captures hours worked on projects for billing, cost tracking, and resource management. This guide covers time entry, timesheets, and approvals.

Overview

Time tracking enables you to:

• Log time against projects and tasks
• Submit weekly timesheets
• Approve team time entries
• Track billable vs non-billable
• Analyze time utilization
• Integrate with billing and payroll

Accessing Time Tracking

Navigate to Projects → Time Entry or My Time from dashboard.

Understanding Time Tracking

Time Entry Types

Type	Description	Use Case
Project Time	Hours on project tasks	Client work
Internal Time	Non-project hours	Admin, meetings
Leave Time	Time off	Vacation, sick
Training	Learning time	Development
Overhead	General business	Operations

Billable Categories

Category	Description	Billing
Billable	Chargeable to client	Invoiced
Non-Billable	Internal cost	Not invoiced
Write-Off	Written off	Waived
Disputed	Under discussion	Pending

Timesheet Status

Status	Description
Draft	Being prepared
Submitted	Awaiting approval
Approved	Accepted
Rejected	Returned for correction
Locked	Cannot edit

Logging Time

Quick Time Entry

1. Go to My Time → Quick Entry
2. Select:
   • Date
   • Project
   • Task (optional)
   • Hours
   • Billable/Non-billable
3. Add description
4. Save entry

Timer-Based Entry

1. Go to task or My Time
2. Click Start Timer
3. Work on task
4. Click Stop when done
5. Review and save entry

Timesheet Entry

Weekly view:

Week of Jan 20, 2026
┌──────────────┬─────┬─────┬─────┬─────┬─────┬─────┬─────┬───────┐
│ Project/Task │ Mon │ Tue │ Wed │ Thu │ Fri │ Sat │ Sun │ Total │
├──────────────┼─────┼─────┼─────┼─────┼─────┼─────┼─────┼───────┤
│ Website Dev  │ 4.0 │ 6.0 │ 5.0 │ 4.0 │ 3.0 │  -  │  -  │ 22.0  │
│ API Project  │ 2.0 │ 2.0 │ 2.0 │ 2.0 │ 2.0 │  -  │  -  │ 10.0  │
│ Internal     │ 2.0 │  -  │ 1.0 │ 2.0 │ 3.0 │  -  │  -  │  8.0  │
├──────────────┼─────┼─────┼─────┼─────┼─────┼─────┼─────┼───────┤
│ Daily Total  │ 8.0 │ 8.0 │ 8.0 │ 8.0 │ 8.0 │  -  │  -  │ 40.0  │
└──────────────┴─────┴─────┴─────┴─────┴─────┴─────┴─────┴───────┘

How-To Guides

How to Log Time Entries

Daily Time Entry

1. At End of Day:

   • Review work completed
   • Go to My Time
   • Add entries for each project

2. Entry Details:

   • Select project
   • Select task (if applicable)
   • Enter hours
   • Mark billable/non-billable
   • Add description
   • Save

3. Best Practice:

   • Log daily
   • Be specific in descriptions
   • Accurate hours
   • Correct categorization

Using Timer

1. Open task or time entry
2. Click Start Timer
3. Timer runs in background
4. Work on activity
5. Click Stop
6. Review duration
7. Adjust if needed
8. Save entry

Timer Tips

• Start timer when beginning work
• Pause for breaks
• Add notes while working
• Review before saving

How to Submit Timesheets

Weekly Submission

1. Go to My Time → Timesheet
2. Select week
3. Review all entries:
   • Verify hours correct
   • Check project allocation
   • Confirm descriptions
4. Fix any issues
5. Click Submit
6. Timesheet goes for approval

Submission Checklist

Before submitting:

• [ ] All days accounted for
• [ ] Hours match expected
• [ ] Projects correct
• [ ] Billable flags set
• [ ] Descriptions added
• [ ] No duplicates

How to Approve Timesheets

Manager Approval

1. Go to Time → Approvals
2. View pending timesheets
3. For each timesheet:
   • Review entries
   • Check hours reasonable
   • Verify project coding
   • Check descriptions
4. Approve or Reject
5. Add comments if rejecting

Bulk Approval

For multiple approvals:

1. Select timesheets
2. Review summary
3. Bulk approve (if all acceptable)
4. Or individual actions

Rejection Handling

When rejecting:

1. Select timesheet
2. Click Reject
3. Add reason
4. Employee notified
5. Employee corrects
6. Resubmits

How to Track Billable vs Non-Billable

Setting Billable Status

Methods to set:

• Per entry (manual)
• Per task (default)
• Per project (override)
• Per category (automatic)

Billable Rules

Configure automatic rules:

• Client projects = Billable
• Internal projects = Non-billable
• Specific tasks = Override
• Categories = Preset

Tracking Billable Ratio

Monitor utilization:

Billable Ratio = Billable Hours / Total Hours × 100%

Target: 70-80% for consultants

How to Handle Time Adjustments

Editing Entries

Before approval:

1. Open entry
2. Modify as needed
3. Save changes

After approval:

1. Request unlock (manager)
2. Edit entry
3. Resubmit
4. Re-approve

Transfer Entries

Move time between projects:

1. Open original entry
2. Click Transfer
3. Select new project/task
4. Confirm transfer
5. Both projects updated

How to Track Overtime

Overtime Configuration

Set overtime rules:

• Weekly threshold (e.g., 40 hours)
• Daily threshold (e.g., 8 hours)
• Rate multiplier (1.5x, 2x)
• Approval required

Overtime Tracking

System automatically:

1. Calculates regular hours
2. Identifies overtime
3. Applies rates
4. Routes for approval

How to Generate Time Reports

Standard Reports

Report	Description
Daily Summary	Hours per day
Weekly Timesheet	Full week view
Project Hours	By project
Utilization	Billable %
Variance	Planned vs actual

Custom Reports

Build custom views:

• Select date range
• Filter by project/employee
• Group by dimension
• Add calculated fields
• Export results

Advanced Features

Time Entry Rules

Enforce policies:

• Maximum hours per day
• Required descriptions
• Mandatory task selection
• Minimum entry size
• Retroactive limits

Mobile Time Entry

Track time anywhere:

• Mobile app
• Quick entry
• Timer functionality
• Offline support

Integration

Connect with:

• Payroll (hours export)
• Billing (invoice generation)
• Project (task updates)
• Calendar (schedule sync)

Analytics

Deep insights:

• Utilization trends
• Project profitability
• Resource allocation
• Forecasting

Best Practices

⏰ Entry Habits

• Log time daily
• Use specific descriptions
• Accurate hours
• Timely submission

📊 Accuracy

• Review before submit
• Correct project coding
• Proper billable flags
• Reasonable hours

👥 Management

• Regular approvals
• Clear feedback
• Policy enforcement
• Team coaching

🎯 Utilization

• Target billable %
• Minimize admin time
• Track trends
• Address issues

Configuration

Time Settings

Navigate to Settings → Projects → Time:

• Work Hours - Standard day/week
• Overtime Rules - Thresholds, rates
• Entry Rules - Validation
• Approval Workflow - Who approves

Timesheet Settings

• Period - Weekly/bi-weekly
• Deadline - Submission day
• Lock Date - Cutoff
• Reminders - Notifications

Category Settings

• Time Categories - Entry types
• Billable Default - By category
• Required Fields - Per category

Troubleshooting

Common Issues

Cannot enter time

• Check project active
• Verify assignment
• Review permissions
• Check date range

Hours not appearing

• Verify save successful
• Check correct date
• Review filters
• Refresh view

Timesheet rejected

• Review rejection reason
• Make corrections
• Add missing info
• Resubmit

Timer not working

• Check browser support
• Clear cache
• Verify internet
• Try manual entry

Next Steps

Learn about Project Reporting to analyze project performance and generate insights.