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Time tracking in Projects

Updated

Overview

Time tracking in Projects lets team members log hours directly against tasks. Each entry records who worked, how long, on which task, and whether the time is billable. Managers can review and approve entries, and billable time flows to PSA for invoicing. Project and admin views show summaries by person and by project.

Log Time on a Task

  1. Open a task.
  2. Click Log Time.
  3. Enter the hours spent.
  4. Select the date the work was performed.
  5. Add notes describing what was done.
  6. Check Billable if this time should appear on a client invoice.
  7. Click Save.

The entry appears in the task's time log and in the project's time summary.

Log Time from the Time Page

You can also log time without opening a specific task:

  1. Go to Projects > Time.
  2. Click New Entry.
  3. Select the project and task.
  4. Fill in hours, date, notes, and billable status.
  5. Click Save.

Billable vs. Non-Billable

Every time entry is either billable or non-billable.

  • Billable — time that will be charged to the client. These entries sync to PSA when a contract is linked to the project.
  • Non-billable — internal time (training, internal meetings, unbilled troubleshooting). This time still counts toward your actual-cost calculation for profitability tracking.

Approve Time Entries

Managers and admins can approve time before it flows to PSA.

  1. Go to Time > Pending Approval.
  2. Review each entry — person, task, hours, notes.
  3. Click Approve to accept or Reject to send it back.

Rejected entries return to the team member for correction.

Submit Multiple Entries at Once

Use bulk submission to send a week's worth of entries for approval in one action:

  1. Go to Time and filter by your name and the current week.
  2. Select the entries you want to submit.
  3. Click Submit for Approval.

View Time Reports and Summaries

  1. Go to Time > Report.
  2. Filter by project, user, or date range.
  3. The report shows total hours, billable hours, non-billable hours, and cost (hours x cost rate).

For a quick summary, use Time > Summary which gives per-user and per-project totals without the full entry list.

Syncing to PSA

When a project is linked to a PSA contract (see Creating Projects), approved billable time entries are available to PSA for invoicing. The sync is handled by the PSA integration — no manual export is required.

Frequently Asked Questions

Can I edit a time entry after submitting it?

You can edit an entry before it is approved. Once approved, you need a manager or admin to un-approve it first.

How is cost calculated?

Cost is hours multiplied by the user's cost rate. Cost rates are set per user under Settings > Users. If no cost rate is set, the cost column shows zero.

Can clients see time entries?

No. Time entries are internal. The client portal never exposes hours, rates, or billing data.

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