Time entries explained

A time entry records hours worked on a job or task, at a set rate. Use time entries to bill clients accurately, plan team capacity, evaluate team performance, and calculate payroll.

Time entries at a glance

You can start the time tracker and log your time as you work on something, or record it manually at any time afterward.

Here is what you can do with time entries:

• Track time from a job or task — see how much time has been spent on a job or task right from its card .
• Convert time tracked to money paid — track your and your team’s work and pay based on the hourly rate.
• Apply custom billing rates — set different rates per service and team member so invoices reflect accurate pricing for each type of work.
• Bill your clients — issue invoices for your clients using the selected time entries.

How time entries work

In general, the time entry workflow is:

1. Track your time — either in real time as you work, or retroactively by setting the duration manually afterward—for example, after a meeting or consultation.
2. Link it to a job or task — track time directly from a job or task card so the entry is automatically linked to that job, with time from different team members summed up automatically.
3. Bill the client — once the work is done, select the time entries related to the project and generate an invoice from them ; rates and services are summed up automatically and included in the client’s invoice.

To keep everything under control:

• Set the weekly capacity for your team members individually (e.g., for contractors) or in bulk (for full-time employees). After they track time, you can use the Reporting tool to compare their weekly capacity in hours with the actual time they worked. You can build these reports for different time periods depending on what you want to achieve with them: check on new employees, find out the remaining capacity for the team or detect overloaded employees during the tax season.

• Analyze time utilization — the dashboard provides insights on efficiency and revenue potential, guiding better pricing, resource allocation and client relationship strategies.

• Plan the job time budget — when the job is created, the responsible team member can set the time budget for it. Employees working on the job are supposed to track time, after it’s done, time entries are accumulated and compared to the allocated budget. This helps you plan the team capacity better and provide more accurate estimations to your clients.

Access and permissions

By default, viewing and editing all time entries and their rates, and viewing the WIP table, are available only to the firm owner and admins. Team members can access only their own time entries and link them to jobs they have access to. To let team members manage all time entries and rates, assign the relevant access rights:

Some behaviors—such as requiring a service on every time entry, or preventing edits to finished entries for regular team members—are controlled separately in the time entry settings .

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