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.
To navigate to the Timesheet, click the bar graph icon in the top bar of Filevine. Under the Timesheet header, you will see the hours tracked that day across all projects.
The Timesheet contains two sections: Charts and Entries. The Charts section provides an overview of how users spend their hours. The Entries section allows users to get customized data on time entries with filter and sort options.
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.
Tracking and Time Zones
The Timesheet operates using Coordinated Universal Time (UTC). Any information tracked in the Timesheet, including the X Hours Tracked Today head, the Total Org Hours per Day chart, and all time entries are entered and recorded in UTC time.
The Total Org Hours per Day chart, for example, will cut off at midnight UTC, and not midnight in your local time zone. In Mountain Standard Time, for example, the day as measured by the chart ends at 5pm MST.
At the top of the Billing Timesheet, two charts display:
- Org Hours per Month per Project, separated by project, which includes the ten projects with the greatest time accrued during the timeframe
- Total Org Hours per Day, which tracks total hours across the projects that the user has access to, separated by billable, non-chargeable, and non-billable hours
These charts provide you with a quick overview of the time given to different projects. The Charts section can be collapsed to make more room for the Entries table by clicking the caret next to the section header.
By default, the Entries section lists all of your time entries for the last 90 days. The table can be adjusted by sorting and filtering. Changes you make in the table view appear only for you—other users are able to sort, filter, and customize their own table views. All customizations are reset to default when you navigate away from or refresh the page in Filevine.
Time entries can also be added or edited in the table, as shown in the next section.
View and Sort
When a column in the Entries is filtered, you will see an inverted triangle “filter” icon next to the column header to indicate this. For example, in the default view, the Date column is filtered for the last 90 days, so the filter icon appears.
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.
To add or remove filters for the entries, hold the pointer over a column header and then click the “Column Controls” icon, which looks like three parallel lines.
The Column Controls menu will open, with options for filtering under the inverted triangle “filter” icon. The filter options available depend on the type of data in the column. For billing codes, for example, you are able to select or deselect any codes. For dates, you can search for exact dates or dates in a certain time period.
Choose the filters you would like to add or remove and hit Apply, or hit Reset to remove all filters for the column. (The Date column is the exception to this rule. Hitting Reset for the Date column will set the filter to the default, the last 90 days.)
When filters are applied, the filter icon appears in that column’s header to indicate that the column is filtered. Refreshing the page will return the filters to the default view.
Customize the View
Columns can be moved and resized. 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 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 “Column Controls” icon, which looks like three parallel lines. In the menu, click the box-shaped icon in the middle. All columns that are currently showing Shown columns are selected. Deselect the columns to remove them from view.
You can also autosize a column, which automatically sets the width of the column to fit the data. To autosize, hold the pointer over the column header and click the “Column Controls” icon to the right. Then, click the three lines icon on the right. Select Autosize This Column.
Columns can be pinned to either the left or the right of the page. A pinned column will remain in place while the rest of the table is scrolled horizontally. To pin a column, hold the pointer over the column header and click the “Column Controls” icon. Then, click the three lines icon on the right. Select Pin Column and choose the left or right side of the table. Unpin an item by selecting No Pin from this menu.
All customizations can be reset at any time by selecting the lines icon and clicking Reset Columns in the lines icon menu or by refreshing the page. Columns will be reset back to the default view.
Along the bottom of the entries table, you can change pagination options to view 10, 25, 50,100, or 1000 items per page.
To the left of the pagination selector, you will see the range of entries you are currently viewing and the total number of entries in your current filter. For example, if you have filtered to show one project which has 14 entries and chosen “10” for pagination, the bottom of the page will read “1 to 10 of 14”. After this, in parentheses, you will see the total number of items in the last ninety days, without filters.
Create and Edit Entries
Time entries that have not yet been added to an invoice can be edited in the Entries table by double clicking in the cell. Search for a different team member, or adjust the text of the description. All information is editable except the project column.
Time entries on a finalized invoice cannot be edited, cloned, or deleted. These entries will be marked with the Finalized billing item status.
Create and Edit
To create a new time entry in the Billing Timesheet, click Add New Item along the top of the table. In the opened 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 Add New Item flyout open for a new entry. If you are finished creating entries, click Save to save the entry and close the flyout.
Once an entry has been created, you can edit, clone, or delete it by selecting the entry and choosing the respective options from the top of the Entries table.
Bulk Edit, Clone, and Delete
Multiple entries can be edited, cloned, or deleted at once using the checkboxes column. Select the checkbox in the first row of the table to select all editable entries on the current page, or manually select all entries you’d like to take action on.
To edit multiple time entries at once, select the time entries you wish to edit and click Edit along the top of the table. The flyout opens with all fields empty. Make a change in this flyout to edit that information for every selected entry.
To clone one or multiple entries, select the entries and click Clone. New copies of the selected entries will be created.
To delete one or multiple entries, select the entries you’d like to delete and click Delete. You will be asked to confirm the deletion, and all selected entries will then be deleted. This action is permanent, so please exercise caution when deleting time entries.
You also have the option to export the entries table as either a .csv or .xlsx file. The export will include the full list of entries that you have currently filtered for.
To export the filtered list of entries, right-click anywhere in the entries table, click Export, and choose either CSV Export or Excel Export.
The exported list will download to your device.