Timesheets: summary, closing and export
Read the whole team's hours, open one person's timesheet, fix entries in bulk, close the pay period and export the Excel file.
Hours are logged on tasks and checklists — see Log time on a task. The Timesheets section brings them all together: by person, role, project or task, with their cost. It's where you check the week, close the pay period and export the file for accounting.
Where: left navigation bar, under Organization → Timesheets.
Before you start
The section requires a role that can manage members. Labour cost only shows with the Amounts permission; without it, the cost columns stay empty. Everyone can always read their own entries.
Timesheets are included in the Community, Standard and Pro plans. On the Field plan, the section stays in the navigation bar with a padlock: it shows a preview of the summary and offers to move to the Standard plan. The Timesheet tab of a member's profile does the same.
The summary
The Summary tab, grouped by person.
- 1The period, its arrows to move to the previous or next one, and its state: Open or Closed.
- 2Group by: person, role, project or task.
- 3Filters by person, role and project.
- 4A row: its hours, its share of the total and its cost. A click opens the person's timesheet.
The period. A preset — this week, last week, the last two weeks, this month, last month, this year — or two dates on the calendar. Once a pay cycle is set, the section opens on the current pay period, and the arrows jump from one pay period to the next.
The totals. At the top, hours worked, labour cost and the number of entries, members and resources without an account. At the bottom, the period total, always visible.
Resources without an account — the rented excavator, the contractor — get their own rows, at their role's rate. The section total therefore matches the tasks, to the hour.
The second tab, Entry details, lists the entries one by one — see below.
One person's timesheet
Marc's timesheet for his week.
- 1The week shown, and This week to jump back to it.
- 2The grid: one row per task or checklist, one column per day, totals on the right and at the bottom.
- 3The week's entries, with the pencil and the bin.
It opens from a row of the summary grouped by person. Export timesheet exports that person's Excel file only. The same sheet also lives in the member's profile, under the Timesheet tab — see Invite and manage members.
Entry details
Entry details, with two entries ticked.
- 1Each entry's checkbox; the one in the header ticks the whole list.
- 2Who did the work, their role, the task — and, on the right, who logged it.
- 3The selection bar: Change date or Delete, for every ticked entry.
Search covers everything: person, role, task, project, trail, checklist campaign and description. Change date keeps each entry's duration, role and rate; task and project totals follow.
Closing the pay period
Closing protects what was sent to payroll: once the period is closed, its entries can no longer be edited or deleted, on the web or on mobile.
1. Set the cycle. The Closings button at the top of the section opens the panel. Pick Every week or Every two weeks and the week of the first period. Without a cycle, nothing can be closed.
2. The reminder. When a period is over, a banner says so: View the period shows it, and the button becomes Close the period.
3. Closing. The dialog shows what will be frozen — hours, cost, entries — and offers to download the period's Excel file at the same time. If earlier periods were never closed, it warns that they will be closed too: closings follow one another, with no gap.
The Closings panel.
- 1The pay cycle.
- 2The current period, and what's already logged in it.
- 3A closed period, with who closed it and its frozen hours and cost.
- 4An entry that arrived after closing, flagged.
After closing. The period's entries carry a padlock. An entry made offline and synced afterwards stays in its period, but it is flagged: a banner, a + 2 h pill on the row and the Arrived after closing filter. It isn't in the file already sent: carry it over to the next payroll.
Reopening. Only the last closed period can be reopened, so closings stay in order. The file already sent to payroll is then no longer protected.
Export to Excel
The timesheet export panel.
- 1The period and filters, taken from the section.
- 2The file preview, before you download it.
- 3The workbook's two sheets.
The Summary sheet follows the on-screen grouping; the Entry details sheet gives one row per entry, ready to copy into payroll. Rates and costs are only included if you have the Amounts permission — and the rate is always the one frozen when the hours were logged.
On the phone
Hours are logged on mobile, even without signal. The Timesheets section itself is on the web. On the phone, everyone finds their own time report in their settings: their hours for the year, by month, trail and project.
What the section doesn't do
- No approval workflow: closing replaces it.
- No closing at an arbitrary date: you close a whole pay period.
- No bulk move to another task: only the date can be changed in bulk.