Timesheets
Check everyone's hours for the week, fix what's wrong, approve or reopen a week, export hours for payroll, and choose the day your week starts.
Timesheets is where you check each person’s hours after the week is over, fix anything that’s wrong, and approve it. An approved week is locked, so the hours you hand to payroll can’t change afterwards.
Who can approve. Owners and admins, and Office staff or Billing with Approve timesheets turned on for them (it's off by default; see Customizing access). The Field tech and Helper roles never include it, so someone who is only a Field tech can't approve. Nobody but the owner can approve, reopen or fix their own week: an admin's week is approved by the owner or another approver.
If you’re the only person on your account, you approve your own week: the owner always can.
Open Timesheets from the left menu.
The week at a glance
Each person has a row, with their logged hours for each day and the week’s total. Point at a day to see how it splits between job, driving and general time. On a phone each person is a card.
The status says where the week stands: Open, Approved (with who approved it), or Reopened.
The list is everyone who tracks time, plus anyone else with time that week, such as someone deactivated since. Running timers are counted only once they stop.
Icons flag what’s worth a second look. Point at one, or have it read aloud, for its meaning:
- A timer is still running — the week can’t be approved until it stops.
- One entry is over 16 hours — maybe a forgotten timer.
- A day is over 12 hours.
- A timer entry was changed after the clock recorded it.
- Some time was typed in rather than timed.
- Time on a job they are no longer on — for example, someone taken off a crew after logging time.
Use the arrows to move between weeks, and This week to come back.
Checking and fixing a person’s week
Select Open at the end of a person’s row (on a phone, their card), or anywhere else on it, to open their week beside the grid. It lists every entry day by day, the way they see it in My timesheet. From there you can:
- Add time — typed hours for them, on any job or request.
- Edit an entry — a timed entry’s start and end, or typed hours’ day, hours, kind and job.
- Fix a running timer — enter when it really ended, and it stops there with the right hours.
- Delete an entry.
The time stays theirs, and you’re recorded as the one who changed it. You can fix time for someone who has since been deactivated or no longer tracks time. Days in an approved week can’t be changed: reopen the week first.
Approving a week
In a person’s week, Approve week approves it. The button is off, with the reason beside it, when:
- the week isn’t over yet — approve it after its last day;
- it’s your own week and you aren’t the owner;
- a timer is still running that week — stop it, or set when it ended, first.
Approving records the week’s hours, who approved it and when. From then on nobody can change that person’s time for the week: not the person in My timesheet, not anyone on a job page, and not you here.
Reopening a week
On an approved week, Reopen unlocks it so the time can be fixed. The week shows Reopened, with who reopened it, until it’s approved again. You can’t reopen your own week unless you’re the owner.
Approve all ready
Once the week is over, Approve all ready approves everyone with time that week in one go. It asks first, then lists each person as approved, with their hours, or skipped with the reason: a timer is still running, the week is already approved, or it’s your own week. One person being skipped never holds up the others.
Export for payroll
Export CSV downloads a spreadsheet of hours for a range of dates you pick, up to 93 days. It starts with the week on screen. There’s one row per entry, with these columns:
Person, Email, Date, Kind, Job #, Client, Request #, Start, End, Hours, Note, Week status, Approved by
Week status is Approved, Reopened or Open for the week each entry falls in. Running timers are left out. The file holds hours only. It never includes pay, labor rates or costs.
When your week starts
Weeks start on Monday unless you change it. An owner or admin picks the day in Settings → System → Timesheets → Week starts on, then Save week start.
Weeks already approved keep the days they were approved with. After a change, a week can overlap an older approval: the grid then says how many of its days are locked, and the person’s week lists the older approval with its own Reopen.
Nudges
Two automations help keep timesheets clean. Both are on by default, and an owner or admin can turn them off in Settings → Automations → Time tracking.
- Timer running too long — when someone’s timer has run longer than the Running timer limit (10 hours unless you change it, anywhere from 2 to 24), they get a notification that links to their My timesheet. Everyone who approves timesheets gets one too, linked to that week here. A helper has no notifications in the app, so a helper is told by email. The timer keeps running. Nothing is cut, and the week’s flags show it.
- Timesheets ready to approve — on the morning of the first day of each week, everyone who approves timesheets is told how many people have unapproved time for the week that just ended. If your own week is the only one waiting, you aren’t told, unless you’re the owner. Nothing is sent when every week is already approved.
These are app notifications, not emails. The one exception is a helper’s own timer.