Time and expenses

Timesheets, invoicing from time and expense reports.

Timesheet

Your hours, a week at a time: typed in, from a clock time, or with the timer.

Where Time & expenses → My timesheet

Time & expenses → My timesheet shows a week at a time: an entry per project with hours, what you did, and whether it is billable.

The timesheet page showing a week of time entries — My timesheet: the week's entries by project, with the timer and the week grid.

Entering time

Hours takes 1.5, 1:30 or 1h30.
Start and end time takes a clock time from and to (9:15, 2:30 pm) and a break in minutes, and works the hours out. 22:00 to 1:30 runs past midnight.
Each entry can carry a phase — the firm's list under Settings → Time. By default: Programming, Concept, Design development, Documentation, Specification writing, Procurement, Installation and Admin.

Both sit at the top of the timesheet. If the firm rounds (to 6 minutes or the quarter hour), hours are rounded up when saved and the entry says so. Hours dated into books already closed are asked about first.

The timer

▶ Start timer is on the timesheet, on a project's Overview (its Hours card), and in the menu under your name. It keeps running on the server, so closing the tab or switching to your phone doesn't lose it. One runs at a time.

Stop and save makes an entry for the day it started, with its clock times.
A timer left on for more than 10 hours asks before saving.
Discard throws it away.

Time on each item

An item's page has a Time tab (the tab reads the hours, or Running): Time on this item: 2.5 h — everyone's hours on it — with ▶ Time this item, and under it the entries logged on the item (everyone's for those who report time, else your own). ▶ Time this item starts your timer on the item's project as Specification writing, with the item named; Stop and save there (or anywhere the timer shows) puts it on your timesheet. With your timer already running on something else, the item's page says so and links to stop it. In the tabbed and project-first layouts the timer sits under the item's title.

A project's Time tab has a Specification writing card: the phase's hours on the project and the hours timed on each item. The hours report groups by item and narrows to one phase, so Specification writing, by project is how long each job's specs took. Moving an entry to another project takes the item off it.

Shown when Time is switched on, to those who log time.

The week grid and the day list

Week grid shows a row per project and phase and a box per day, with totals across and down.

Type hours in a box and move on: it saves when you leave it. A blank or 0 removes that day's hours.
The arrow keys move between boxes.
+ Add a row adds a project and phase.
Copy last week's rows brings last week's rows back without their hours.

A box holding several entries, clock times, or approved or invoiced hours is changed in the Day list, which lists every entry by day. A phone opens on the day list.

Hour budgets

A project's Hours card on its Overview shows hours logged against its budget and each phase's — 62 of 80 h — amber from 90% and red past the budget. Whoever sets up projects chooses Set hour budgets. The grid shows a project's budget beside its rows.

Approving hours: Labor cost

Labor cost (accountants) prices everyone's hours by rate for a period, and Approve beside each person approves their hours in it once they are checked.

Nobody approves (or reopens) their own hours while someone else in the firm can.
Approved hours are fixed for everyone, the approver included — Reopen them first to change them.
Hours on an invoice stay as invoiced.
Only an administrator or owner changes someone else's entries.
The Excel, named by its period, says which are approved. On the page and in the Excel, your own rows show no cost or value.

The labor cost report with hours and approve buttons — Labor cost: everyone's hours priced by rate for a period, with Approve beside each person.

The hours report

Hours report shows hours for a period by project, phase, person, week or item, for every phase or one — billable, not billable, and the billable share — with an Excel download.

Those who report on time see everyone's (on their projects, and office time), with Who's missing time this week; everyone else sees their own.

The hours report with billable and non-billable hours — The hours report, grouped by project, phase, person, week or item.

Friday reminders

With Remind people on Friday afternoon on under Settings → Time, anyone whose week is under four fifths of the working week (40 hours unless the firm sets another) gets one reminder at 2 pm where the firm is — in the portal, and by email if they take alerts by email. Never on the demo.

Invoice from time

Turn a project's billable hours into a draft invoice.

Watch the video · 1:08Time on specs

Where A project → Team → Time → Invoice these hours

On a project's Time tab, Invoice these hours lists the billable entries no invoice has taken yet, priced by each entry's rate or the person's current rate from People and roles.

Narrow by date, and uncheck anything to hold back.
Choose one line per person or per entry.
Press Raise invoice: a draft invoice opens, and the entries are marked invoiced.

The time tab of a project with billable hours ready to invoice — A project's Time tab: hours by phase and person, with Invoice these hours.

Hours with no rate

An entry whose person has no rate reads set a rate (a link to their row on People and roles, for those who may set rates) or no rate; hovering says why. Such hours would be invoiced at nothing until a rate is set, so entries without a rate are left open.

Expense reports

Receipts gathered into a report, submitted, approved and paid.

Watch the video · 1:25Record an expense

Where Time & expenses → My expenses

A report is for one scope: a project (billable to the client) or non-billable.

To claim expenses

Open My expenses → Start an expense report.
Add receipts by scanning PDFs from the office computer (drop several at once), photographing on a phone, or entering by hand. Each becomes a line and is read automatically where possible.
Mark a line Company card if the firm paid.
When every line has a file, vendor, amount and date, press Submit report. The accountant is emailed.

Reading: a large phone photo is shrunk for reading, and the date and currency are read the firm's way.

An expense report with receipt lines — An expense report: a line per receipt, read from the file where possible.

A report and its receipts are yours alone until you submit them; approvers and accountants see them from then on.

The expense queue

The Expense queue is for approvers and accountants:

approve or return whole reports;
download the report as one PDF with every receipt;
export to Excel;
mark paid.

The expense queue listing submitted reports — The expense queue: reports waiting for a decision, to approve, return, export or mark paid.