Time Tracking

Time Tracking records hours worked against jobs. Track billable and non-billable time, monitor productivity, and feed data into invoicing and payroll.

How time tracking works

Time entries capture:

• Who: Team member
• What: Job and task
• When: Date and duration
• Why: Description of work
• Billing: Billable or internal

Adding time entries

From job editor

1. Open job in editor
2. Go to Time & Expenses tab
3. Click Add Time Entry
4. Fill in details
5. Save

From timesheet

1. Go to Team → Timesheets (or My HR → Timesheets)
2. Select date or date range
3. Click Add Entry
4. Select job from list
5. Enter hours and description
6. Save

Time entry fields

Quick time entry

Timer mode (if available):

1. Click Start Timer
2. Select job
3. Work on task
4. Click Stop when done
5. Description auto-captured
6. Adjust if needed
7. Save

Bulk time entry

For similar entries:

1. Create first entry
2. Click Duplicate
3. Change date or details
4. Save
5. Repeat as needed

Time entry details

Hours format

Enter time as decimals:

• 1 hour = 1.0 or 1
• 30 minutes = 0.5
• 15 minutes = 0.25
• 2 hours 45 minutes = 2.75

Date selection

• Can backdate entries (if permitted)
• Cannot future-date
• Weekends allowed
• Multiple entries per day OK

Job selection

Only jobs you’re assigned to appear:

• Contact manager if job missing
• Assign yourself in job editor
• Or request assignment

Task breakdown

Optional task selection:

• Pre-defined job tasks
• Helps with detailed tracking
• Affects task progress

Description best practices

Be specific:

• “Designed homepage mockups” not just “Design work”
• “Client meeting - reviewed requirements” not just “Meeting”
• “Fixed navigation bug in checkout” not just “Bug fix”

Good descriptions help with:

• Client billing transparency
• Project analysis
• Future estimating

Billable vs non-billable

Billable:

• Client pays for this time
• Included in invoices
• Affects job profitability positively

Non-billable:

• Internal cost only
• Not invoiced (internal work, rework, admin)
• Still affects job profitability

Mark correctly for accurate margins.

Editing time entries

Who can edit

• Own entries: Always (if permission granted)
• Others’ entries: Managers only
• Locked periods: Admin only (if payroll closed)

What can be edited

Before invoicing/payroll:

• All fields editable
• Hours, description, billable flag
• Job assignment

After invoicing:

• Limited editing
• Cannot change billable hours
• Can edit description
• Check with manager first

Edit process

1. Find entry in job editor or timesheet
2. Click entry or Edit
3. Modify fields
4. Save changes

Deleting time entries

Before invoicing/payroll:

1. Find entry
2. Click Delete or trash icon
3. Confirm deletion
4. Entry removed

After invoicing/payroll:

• Usually restricted
• May need admin approval
• Creates audit trail

Time reports

In job editor

Time & Expenses tab shows:

• All entries for job
• Hours by team member
• Billable vs non-billable breakdown
• Running totals

In insights

Job Insights shows:

• Time by phase
• Time by task
• Team productivity
• Budget vs time burned

Team reports

Team → Timesheets → Reports:

• Hours by person
• Hours by job
• Hours by date range
• Billable percentage
• Cost analysis

AU-specific features

Payroll integration

Time can feed payroll:

• Direct to timesheet system
• Award rate application
• Overtime calculation
• Leave accrual tracking

Requirements:

• Correct staff cost rates
• Accurate time recording
• Payroll integration enabled

Award/EBA rates

Australian awards:

• System applies correct award rates
• Based on staff classification
• Time of day/loadings calculated
• Weekend penalties applied

Superannuation tracking

Time feeds super calculations:

• Pay that counts toward super (technically Ordinary Time Earnings, or OTE)
• Super-bearing hours identified
• Monthly/quarterly reporting
• SG compliance

Cost rate accuracy

For compliant job costing:

• Include super (11.5%)
• Include leave loading (if applicable)
• Include workers comp
• Regular rate reviews

Best practices

Timeliness

• Record time daily (not weekly)
• Same day = more accurate
• Don’t wait until Friday
• Set daily reminder if needed

Accuracy

• Be honest with hours
• Round reasonably (15 min increments)
• Don’t inflate or deflate
• Actual time = better data

Descriptions

• Write for client review
• Assume client will see it
• Be professional and specific
• Avoid jargon

Job assignment

• Record against correct job
• Don’t lump into “General”
• Split if working multiple jobs
• Reassign if entered wrong job

Billable discipline

• Mark billable accurately
• Internal training = non-billable
• Rework = usually non-billable
• Client-requested changes = billable

Common workflows

Daily time entry

1. End of day (or after each task)
2. Open timesheet or job
3. Add entry for work done
4. Enter hours and description
5. Mark billable/non-billable
6. Save
7. Repeat for each job/task

Weekly review

1. Friday afternoon
2. Review week’s entries
3. Check for missing time
4. Verify descriptions
5. Confirm billable flags
6. Submit for approval (if required)

Manager approval

1. Manager reviews submitted times
2. Checks for:
   • Missing entries
   • Incorrect jobs
   • Unclear descriptions
   • Excessive hours
3. Approves or requests changes
4. Approved time flows to payroll/invoicing

Invoicing from time

1. Job complete or milestone reached
2. Go to job → Invoicing tab
3. Select time entries to bill
4. Review descriptions (client-facing)
5. Create invoice
6. Time marked as billed

Troubleshooting

Can’t add time entry

• Verify assigned to job
• Check job is not archived
• Confirm timesheet period open
• Review permissions

Job not in dropdown

• Check job assignment
• Verify job status (active)
• Refresh page
• Contact manager to add you

Hours won’t save

• Check decimal format (use dot not comma)
• Verify hours > 0
• Ensure date valid
• Check for errors

Wrong cost rate showing

• Verify staff cost rate set
• Check rate effective date
• Confirm role assignment
• Contact admin to update

Can’t delete entry

• Check if already invoiced
• Verify if payroll processed
• May need manager approval
• Admin can override if needed

Time tracking tips

For staff

• Use timer for accuracy
• Record throughout day
• Be descriptive
• Check billable flag
• Review before submitting

For managers

• Review entries regularly
• Watch for patterns (over/under recording)
• Ensure correct job coding
• Monitor billable ratios
• Approve promptly for payroll

For business owners

• Track billable percentage target
• Monitor non-billable trends
• Use data for quoting
• Identify training needs
• Review rates regularly

Integration with other modules

Jobs

• Time drives job profitability
• Affects budget vs actual
• Feeds into job insights

Invoices

• Billable time converts to invoice lines
• Description appears on invoice
• Rate determines line amount

Payroll

• Time feeds payslip calculations
• Award rates applied
• Overtime calculated
• Superannuation accrued

Reports

• Time analysis by person/job/date
• Productivity metrics
• Cost analysis
• Billing efficiency

Related pages

• Job Editor - Adding time within jobs
• Jobs Tab - Time totals in job list
• Team → Timesheets - Detailed timesheet guide
• Job Costing - Understanding time costs