Timesheets

A timesheet is one technician’s week of work, Monday to Sunday, across every client your practice serves. The time a technician logs on tickets and project tasks appears on it without being entered twice, and the rest of the week, such as PTO, admin, meetings, and training, is logged on the timesheet itself. The technician submits the week, and a manager approves it or returns it with a note. This page explains how a timesheet is put together, what approving a week does, and who can do what.

What a timesheet is

Select Timesheets in the navigation, below Projects. It has up to three pages:

Page	What it is for	Who sees it
My timesheet	Your own week: the day strip, the grid of time, and Submit week. An approver can open anybody’s week here.	Everyone with ticket:write
Approvals	The weeks waiting for an approver, and the technicians who have not submitted last week.	timesheet:approve
Settings	The time categories other time is logged against, and each technician’s daily target.	psa:admin

A week is made of three kinds of time:

Kind	Where it comes from	Where it is changed
Ticket time	Every entry you log on a ticket’s Time tab, in any client, and every timer stopped on a ticket	The ticket, or the timesheet cell
Task time	Every entry you log on a project task, and every timer stopped on a task	The task, or the timesheet cell
Other time	Entries logged against a time category, such as PTO, Admin, or Training	The timesheet

Ticket and task time stays where it was logged, in that client’s records. The timesheet reads it from every client each time the week is opened, so an entry changed on the ticket is changed on the timesheet too, and an entry changed in a timesheet cell is changed on the ticket. Nothing is copied, so the timesheet and the client’s invoice never disagree about an entry.

The timesheet shows time. It does not decide what a client pays: the client’s agreement still classifies each ticket and task entry, as described in How logged time reaches an invoice. Other time belongs to your practice and never reaches a client invoice.

Days, weeks, and the time zone

Weeks start on Monday. Days follow the time zone of your practice’s default business schedule, or UTC when there is none. See Create a business schedule.

A ticket or task entry belongs to the day it started. An entry that runs past midnight is not split, so a two-hour entry started at 11:00 PM counts on the day it started.

Targets, billable time, and leave

Every technician has a daily target, 8:00 unless an administrator changes it in Settings. It applies Monday to Friday. Saturday and Sunday have no target.

A time category is either work or leave. The two count differently:

	Counts toward the day’s target	Counts as billable	Counts in the Billable percentage
Ticket and task time marked billable	Yes	Yes	Yes
Ticket and task time not marked billable	Yes	No	Yes, as non-billable work
Other time, work category	Yes	No	Yes, as non-billable work
Other time, leave category	Yes	No	No

The Billable percentage is billable time divided by every hour except leave, so a week with a day of PTO is not marked down for it.

Time off booked on the dispatch calendar shows on the day strip, as Vacation scheduled, Sick leave scheduled, Holiday, or Time off scheduled. It is a reminder only and adds no time. To count a day off toward the target, log it as leave. See Book technicians on the dispatch calendar.

The life of a week

A week is in one of four states, shown as a chip next to the week:

State	Meaning	Time in the week
Draft	Not submitted. Every week starts here.	Editable
Submitted	Sent for approval.	Editable
Approved	An approver signed it off.	Locked on every client
Returned	An approver sent it back with a note, or reopened it with a reason.	Editable

1. The technician fills in the week and selects Submit week. A week that has not started cannot be submitted. The week in progress can be.
2. Until it is decided, the technician can select Recall to take it back to Draft.
3. An approver approves it or returns it with a note saying what to fix.
4. A returned week is fixed and submitted again.
5. An approved week can be reopened by an approver, with a reason. It goes back to Returned, with the reason as its note.

See Fill in and submit your timesheet and Approve timesheets.

What approving a week locks

While a technician’s week is Approved, none of that technician’s time in the week can be added, changed, or deleted, on any client. The lock covers:

• ticket time, on the ticket’s Time tab and in the timesheet;
• project task time;
• other time on the timesheet;
• stopping a timer that started in that week.

Anything that tries is refused with This week’s timesheet is approved. Ask a manager to reopen it. This applies to everybody, including the owner and the approver, and to connected AI apps. A submitted week is not locked. The lock is what makes an approved week safe to pay payroll from: the hours that were signed off are the hours that stay.

The lock is for the technician who did the work. It does not stop other technicians logging their own time on the same ticket.

Note

An invoiced entry cannot be changed whatever its week’s state, because it is on a finalized invoice. See Invoice clients.

When a client cannot be reached

The timesheet reads ticket and task time from every client. If a client’s data cannot be reached, the week shows a warning such as 1 of 12 clients did not answer, and the time logged for that client is missing from the totals until it answers. An approver cannot approve a week while any client is missing from it, so a short total is never locked in.

Who can do what

To	You need
Have a timesheet: see Timesheets, log time, submit, and recall your own week	ticket:write
Open anybody’s week, add other time to it, edit or delete their entries, approve, return, and reopen	timesheet:approve
Manage time categories and daily targets	psa:admin

See Timesheet reference for the built-in roles that hold each one.

Related

• Fill in and submit your timesheet
• Time your work with the timer
• Approve timesheets
• Set up time categories and daily targets
• Timesheet reference
• Time tracking and dispatch