Creating and Submitting Timesheets

This guide walks you through the complete process of creating a timesheet, from initial setup through submission for approval.

Before You Begin

Required Permissions

To create timesheets, you need:

• CanCreateTimesheets - Global permission to create timesheets
• Project access - For billable project timesheets

Information You'll Need

• Date of work performed
• Project (for billable work)
• Employees who worked and their hours
• Description of work performed
• Any equipment, materials, or subcontractors used

Step 1: Navigate to Timesheets

1. Click Timesheets in the left navigation menu
2. Click the New Timesheet button in the top right corner

Step 2: Set Basic Information

Timesheet Date

Select the date the work was performed.

Important: You cannot create timesheets for future dates. If you're pre-planning work, wait until the day of or after.

Time Entry Type

Choose what type of time this is:

Project Selection

If you selected Project as the time entry type:

1. Click the Project dropdown
2. Search for or select the project
3. Only projects you have access to will appear

Step 3: Add Labor Entries

Labor entries track who worked and how long. You can add multiple employees to a single timesheet.

Adding an Employee

1. Click Add Employee or the + button
2. Select an employee from the dropdown
   • Only employees with CanBeOnTimesheet permission appear
3. Enter hours worked by type:

Setting Per Diem

If the employee qualifies for per diem (daily expense allowance):

1. Check the Per Diem checkbox
2. The amount is automatically calculated based on:
   • Employee's custom per diem rate, OR
   • Project's per diem override, OR
   • Company default rate

Adding Mileage

For travel reimbursement:

1. Enter miles in the Mileage field
2. Mileage is tracked separately from travel time

Multiple Employees

Repeat the process to add all employees who worked:

• Click Add Employee for each person
• Each employee can have different hours
• All employees are on the same timesheet date

Example: Crew of Three

Employee: John Smith
├─ Regular: 8.0 hours
├─ Overtime: 2.0 hours
├─ Per Diem: ✓
└─ Mileage: 45 miles

Employee: Jane Doe
├─ Regular: 8.0 hours
├─ Per Diem: ✓
└─ Mileage: 0

Employee: Bob Wilson
├─ Regular: 6.0 hours
├─ Per Diem: ✗
└─ Mileage: 0

Step 4: Add Equipment Used (Optional)

If company-owned equipment was used on the job:

1. Click the Equipment tab or section
2. Click Add Equipment
3. Select the equipment from your catalog
4. Enter hours used
5. Verify the rate (usually pre-set per equipment)
6. Add notes if needed

Example Equipment Entry

Equipment: Bobcat S650 Skid Steer
Hours Used: 4.5
Rate: $85.00/hour
Notes: Site grading work

Step 5: Add Materials Used (Optional)

For materials consumed from truck stock or warehouse:

1. Click the Materials tab or section
2. Click Add Material
3. Enter material description
4. Enter quantity and unit (e.g., 3 boxes, 50 feet)
5. Enter unit cost
6. Select source (truck stock, warehouse, purchased)
7. Add notes if needed

Example Material Entry

Material: 3/4" PVC Conduit
Quantity: 100 feet
Unit Cost: $0.85/ft
Total: $85.00
Source: Truck Stock

Step 6: Add Subcontractor Work (Optional)

If subcontractors performed work:

1. Click the Subcontractors tab or section
2. Click Add Subcontractor
3. Select subcontractor or enter name manually
4. Enter scope of work description
5. Enter amount paid (cost to you)
6. Set markup percentage (your profit margin)
7. System calculates billable amount

Understanding Subcontractor Markup

Amount Paid: $500.00
Markup: 15%
Billable Amount: $500 × 1.15 = $575.00
Your Profit: $75.00

Step 7: Add Equipment Rentals (Optional)

For rented equipment (not company-owned):

1. Click Equipment Rentals tab
2. Click Add Rental
3. Enter equipment name
4. Enter rental company
5. Set rental details:
   • Rental Rate Type: Daily, Weekly, Monthly
   • Rental Rate: What you pay
   • Quantity: Number of units/days
6. Set billing details (can differ from rental):
   • Bill Rate Type: Can be different (e.g., bill hourly for weekly rental)
   • Billable Quantity: Hours/days to bill client
   • OR Markup %: Alternative to specific bill rate

Example: Flexible Rental Billing

Rented: Scissor Lift
Rental: $350/day × 3 days = $1,050 cost
Billing: $45/hour × 24 hours = $1,080 revenue
Profit: $30

Step 8: Add Work Description

In the Work Performed field, describe what was accomplished:

• Be specific and detailed
• Include location within job site
• Note any issues or delays
• This appears on invoices and reports

Good Example

Installed 200 LF of 2" rigid conduit on north wall of 
Building A. Pulled #10 THHN conductors for 20A circuits. 
Terminated at Panel NP-1. Waiting on inspector for 
rough-in inspection scheduled tomorrow.

Poor Example

Electrical work

Step 9: Review Before Submitting

Before submitting, verify:

✅ Checklist

• Correct date selected
• Correct project selected (for billable work)
• All employees added with accurate hours
• Per diem marked for overnight stays
• Equipment hours recorded
• Materials documented
• Subcontractor costs entered
• Work description is detailed

Preview Totals

The system shows running totals:

• Total regular hours across all employees
• Total overtime hours
• Total double-time hours
• Equipment hours
• Material costs
• Subcontractor costs

Step 10: Save as Draft or Submit

You have two options:

Save as Draft

Click Save Draft to:

• Save your progress
• Come back and edit later
• Not send for approval yet

Use this when:

• You're not done entering data
• You need to verify information
• You want to review before submitting

Submit for Approval

Click Submit to:

• Send the timesheet for approval
• Lock all pay and bill rates
• Make the timesheet read-only

What gets locked:

• Employee pay rates
• Client bill rates
• Per diem rates
• Equipment rates
• Burden percentages

Important: Once submitted, you cannot edit the timesheet. If changes are needed, an approver must reject it back to Draft status.

After Submission

What Happens Next

1. Timesheet appears in approvers' queues
2. Approvers review hours, rates, and details
3. Approver either:
   • Approves: Costs calculated, timesheet finalized
   • Rejects: Returns to Draft for corrections

Checking Status

1. Go to Timesheets list
2. Find your timesheet by date or number
3. Status column shows current state:
   • 🟡 Draft - Still editable
   • 🔵 Submitted - Awaiting approval
   • 🟢 Approved - Finalized
   • ⚫ Closed - Archived

If Rejected

If your timesheet is rejected:

1. It returns to Draft status
2. Check the rejection notes (if provided)
3. Make necessary corrections
4. Re-submit

Creating Timesheets for Non-Billable Time

PTO/Vacation Example

1. Click New Timesheet
2. Select date of PTO
3. Time Entry Type: PTO or Vacation
4. No project required
5. Add yourself as employee
6. Enter 8 regular hours
7. Work Performed: "Paid time off"
8. Submit

Holiday Example

1. Click New Timesheet
2. Select holiday date
3. Time Entry Type: Holiday
4. Add all employees receiving holiday pay
5. Enter 8 regular hours each
6. Work Performed: "Thanksgiving Holiday"
7. Submit

Tips and Best Practices

Daily Timesheets

• Create timesheets daily while work is fresh
• Don't wait until end of week
• More accurate hours and descriptions

Batch Entry

• One timesheet can include your entire crew
• Don't create separate timesheets per employee
• Easier for approvers to review

Accurate Hours

• Round to nearest 15 minutes or as company policy
• Don't inflate hours
• Don't forget to account for lunch breaks

Equipment Tracking

• Log equipment even for short usage
• Helps with maintenance scheduling
• Ensures proper billing

Material Documentation

• Record materials even if small value
• Required for job costing accuracy
• Helps with inventory tracking

Common Questions

Can I create a timesheet for yesterday?

Yes, you can create timesheets for any past date. You cannot create timesheets for future dates.

Can I add an employee who isn't on my project?

You can add any employee with the CanBeOnTimesheet permission. However, their time will be charged to whatever project is selected.

What if I submit with wrong hours?

Contact an approver to reject the timesheet. It will return to Draft status where you can make corrections and re-submit.

Can I delete a submitted timesheet?

No. Only Draft timesheets can be deleted. Submitted timesheets must be rejected first.

How do I know my pay rate?

Pay rates are set by your administrator. The rate used is locked when you submit - check with your manager if you believe your rate is incorrect.

Related Articles

• Timesheet Overview - Complete workflow explanation
• Approving and Managing Timesheets - For approvers
• Timesheet Permissions and Scenarios - Permission details