The Billing Timesheet is a central place for users to view, edit, and add billing time entries across all of their projects. The Timesheet can be used to track and add time entries or to make edits to multiple entries quickly.
Overview
Navigate to the Timesheet by selecting Timesheet from the main menu. If prompted, select an Org.
The Timesheet has two views, which can be selected using the buttons along the top:
- Time Entries: this view displays a filterable list of time entries from the projects you have access to.
- Time Summary: this tab displays your personal time entries in a monthly calendar format.
Create New Entries
To create a new time entry in the Billing Timesheet, click + New Entry. In the Time Entries view, this button is above the Time Entries table. In the Time Summary view, this button is above the monthly totals.
In the flyout, search for the desired project and fill out the required information, just as you would when creating a time entry elsewhere.
When you are finished, click Save and New to save the entry and keep the flyout open for a new entry. If you are finished creating entries, click Save to save the entry and close the flyout.
Tip
You can also use keyboard shortcuts for these actions. Press Ctrl (⌘) + Enter to save the time entry, and press Ctrl (⌘) + Shift + Enter to save the time entry and automatically open a new entry.
Set Week Start Day
To view or change the week start day for weekly totals in the Timesheet, click Settings along the top.
In the modal, expand the “Week Start Day” dropdown and select either Sunday or Monday to start the week. Click Save.
The My Time section, along with the Time Summary view, will update to reflect your chosen start day. Any weekly totals in the Timesheet will be calculated based on this day.
For example, if you choose Monday as your week start day, each week in the Timesheet will be calculated and displayed from Monday through Sunday.
Time Entries View
The Time Entries view includes the My Time section at the top and the Time Entries section beneath it. The My Time section displays your personal time totals. The Time Entries section, by default, lists your time entries from the last 30 days in reverse chronological order. You can use filters to change the user, the date range, and more.
Access to time entries in the Timesheet operates on the project level: users can view all time entries made in projects they have access to.
My Time
In the My Time section of the Time Entries view, users can view their hourly totals for each day, week, and month. Users with rate-viewing permissions also see their dollar amount totals.
Archived projects are included in these calculations. Navigate between weeks by using the back and forward arrows next to the time range.
These time totals refresh automatically any time that the Entries section or the Timesheet page is refreshed. Additionally, you can click Refresh to get up-to-the-minute totals without refreshing the entire Timesheet. Next to the Refresh option, the last updated time is displayed.
If the week is split between two different months, the monthly total is calculated based on the following criteria:
- For the current week, the month shown depends on the current date.
- For past weeks, the month shown depends on that week’s start date.
Select one of the daily, weekly, or monthly totals in the My Time section to dynamically filter the Time Entries table by that date range.
Time Entries Table
By default, the table shows your time entries in active projects from the last 30 days, with 50 entries showing per page. These entries are listed in reverse chronological order, with the most recent entries at the top. This list can be adjusted using filters to reflect others users’ entries, a different date range, and more.
The total billable and non-billable hours are displayed along the top of this section. Users with rate-viewing permissions can also see the total billable dollar amount. These totals update to reflect the selected filters.
You can also click Export at the top of the table to download the filtered time entries (up to 30 thousand rows) in a .csv file.
Edit Entries
Any time entries that have not been included on a finalized invoice can be edited. Time entries on a finalized invoice cannot be edited, cloned, or deleted. These entries will be marked with the Finalized status.
Note
The Status for time entries is based on their invoice's status and cannot be edited directly.
-
In-line editing: to edit information quickly in the list, double click in a cell. Search for a different team member, or adjust the text of the description. All information is editable.
-
Flyout: you can also edit by selecting an entry and clicking the pencil icon at the top of the table. This action opens the entries flyout, where you can view and edit the entry’s information.
-
Bulk Editing: you can also select multiple entries at once to edit. Select the time entries you wish to edit and click the pencil icon. The flyout displays empty fields. Make a change in this flyout to edit that information for every selected entry. Unchanged fields will be unaffected.
Clone and Delete
You can also clone or delete time entries by selecting the entry and choosing the respective options from the top of the Entries table.
To take action on multiple entries, select them in the checkboxes column. Select the checkbox in the first row of the table to select all editable entries on the current page, or individually select all entries you’d like to take action on.
To clone one or multiple entries, select the entries and click the copy icon.
To delete one or multiple entries, select the entries you’d like to delete and click the trashcan icon. You will be asked to confirm the deletion, and all selected entries will then be deleted.
Heads Up!
This action is permanent, so exercise caution when deleting time entries.
Filter and Adjust the Table
By default, the Time Entries table lists all of your personal time entries in the last 30 days. However, the table can be adjusted by filtering.
Changes in the table view are user-specific. Each user can filter and customize their own table view as desired.
Filter
The Time Entries section displays filter options on the left-hand side. Hide the filter panel by clicking Hide Filters. Click Show Filters to view them again.
Select your desired filters and click Apply. The list of time entries and the hour and dollar amount totals above the table are updated to reflect the filters.
Click Clear at the top of the filters to remove all filters and show all time entries in the past year.
Customize
The table’s columns can be moved, resized, and hidden. These customizations remain in place, even if you navigate away from or refresh the page in Filevine.
To move a column, drag the column header to the desired position. To resize, hold the pointer over the edge of a column and drag it to the desired column width.
You can also choose to hide columns you don’t want to view. To hide a column, hold the pointer over that column’s header and then click the hamburger icon ☰. In the menu, all columns are selected by default. Deselect a column to remove it from view.
Sort
Click the column header to sort the entries by that column. An arrow appears next to the column header to indicate the sort order. For example, clicking the Hours header sorts the entries in ascending order, from shortest time entry to longest.
Click the column header again to reverse the sort order. The arrow will change to indicate the new sort order.
Pagination
Along the bottom of the entries table, you can change pagination options to view 10, 25, 50, 100, 200, or 500 items per page.
Time Summary View
In the Time Summary view, you can view your personal time totals per day, week, and month in a calendar format. Similar to the My Time section of the Time Entries view, this view displays your personal time totals only—unless you have Org Admin permissions.
The total hours displayed for each day, week, and month are your billable hours. Users with rate-viewing permissions can also see the total billable dollar amount. If you have any non-billable hours for a given date, that total is displayed separately.
To see your time entries for a specific date, select that day on the calendar. This action opens a flyout containing daily billable and non-billable totals, along with the individual time entries for that day. Click + New Entry to create a new time entry with the selected date pre-populated.
You can quickly glance over the high-level details for each entry, including the hours, status, project name, and description. Items with Billable or Chargeable toggled off will be tagged as Non-Billable or Non-Chargeable, respectively.
To update a listed time entry, click Edit to open the Edit Entry flyout. Make the desired edits, and then click Save.
View and Filter
Expand the “Billable Type” dropdown along the top to filter totals by Billable hours, Non-Billable hours, or Both. Org Admins can expand the “Timekeeper” dropdown to view other users’ monthly time entries. For all other users, this field cannot be edited and simply displays the user's name.
To move forward or backward between months, use the carets on each side of the current month. Click Today to return to the current month.
Comments
0 comments
Article is closed for comments.