Timesheets | Help | Zoho Projects

Timesheets

A Timesheet is a collection of time logs grouped together for review and approval. You can create a Timesheet for a specific time period and add time logs to it, or group existing time logs into a Timesheet.

Timesheets are available when Time Log Approval is enabled and Approval Based on is set to Timesheet in Portal Configuration > Task & Timesheet.

A Timesheet can span up to 31 days.

When should you use a Timesheet?

Use a Timesheet when you want to submit multiple time logs together for approval. You can either create a Timesheet and add time entries to it, or select time logs that you've already recorded and group them into a Timesheet.

How Time Logs and Timesheets work together

A time log records the time spent by a user on a task, issue, or general activity. A Timesheet groups time logs for a selected period so they can be reviewed and submitted for approval together.

Create a Timesheet

You can create a Timesheet in either of the following ways:

Create a new Timesheet

  1. Click Timesheets in the left navigation panel.
  2. Click Create Timesheet in the top-right corner.
  3. In the Create Timesheet form, select the Time Period, choose the Log Users, and select one or more Projects to include in the timesheet. You can also select the Customer and Billing Type.
    4. Info
    Multi User Timesheet and Multi Project Timesheet is available only in Ultimate Plan.
    A maximum of 50 Users can be added per timesheet.
    You can select multiple log users only when Multi-user Timesheet  setting is enabled. 
  4. Click Create. A draft timesheet is created with the selected time period, users, and projects.
  5. Enter a Timesheet Name.
  6. Select the Project and User, and enter the hours logged for each day.
    1. For time that isn't associated with a specific task or issue, you can add a general entry. Click the general entry option ( ) in the drop-down field, enter the general log name, and enter the time for each day.

    2. Click  Add Row to add more entries.
  7. Click Save as Draft to save it for later changes, or click Send for Approval to submit it.
After submission, the Timesheet follows the configured approval process.

Group existing Time Logs into a Timesheet

Use this option when you have already recorded the time logs you want to submit together.
  1. Click Time Logs in the left navigation panel.
  2. From the view drop-down, select List.
  3. Select the time logs you want to include in the Timesheet.
  4. Click Create Timesheet.
  5. A draft Timesheet is created with the selected time logs.
  6. Enter a Timesheet Name.
  7. Click Save as Draft to save it for later changes, or click Send for Approval to submit it.

The Timesheet follows the configured approval process after submission.

Timesheet permissions

Timesheet actions are controlled by the permissions assigned to your user profile.

The Timesheet permissions include View, Add, Edit, Delete, and Approve. Depending on the permission, access can also be restricted to Timesheets that the user owns.

For example, a user may be allowed to view all Timesheets but edit or delete only their own Timesheets.
Notes
Users who have Timesheet Approval permission can access the approval-related options.
Notes
Your ability to perform an action also depends on the Timesheet's status. For example, a creator cannot edit a Timesheet after it has reached a status that doesn't allow editing.


Edit Timesheet  

You can edit a Timesheet if:

  • You are the creator of the Timesheet.
  • The Timesheet is in Draft, Rejected, or Recalled status.
  1. Click Timesheets in the left navigation panel.
  2. Click the Timesheet to open its details page.
  3. Make the necessary changes.
  4. Click Save as Draft or Send for Approval.

Edit time logs as an approver

  1. If you are the current approver and Allow Approver to Edit Time Logs is enabled, you can edit the time logs while reviewing the Timesheet.
  1. As an approver, you can edit the time logs but cannot edit Timesheet details such as the Timesheet Name, Project, Customer, Time Period, and Billing Type.

Approve a Timesheet  

Approvers can review and approve Timesheets from the Timesheets section or My Approvals.
  1. Click Timesheets or My Approvals in the left navigation panel.
  2. Click the Timesheet to open its details page and click Approve.
Or
  1. Hover over the Timesheet in the list and click More > Approve.
  2. The Timesheet is processed according to the configured approval rule. If multiple approval levels are configured, it moves through those levels based on the approval process.
Notes
Users with Timesheet Approval permission can access this tab.


Reject a Timesheet  

Approvers can reject a Timesheet when changes are required or the recorded time needs to be corrected. Only the assigned approver can reject a Timesheet.
  1. Click Timesheets or My Approvals in the left navigation panel.
  2. Click the timesheet to open the details page and click Reject.
    or
  3. Hover over the timesheet and click  > Reject.
  4. Enter your comments explaining the reason for rejection.
  5. Click Reject to confirm.
The creator can then edit the rejected Timesheet, make the required corrections, and submit it for approval again.

Recall a Timesheet  

Users can recall a timesheet only that is in Pending status to make corrections and resubmit it. Only the user who created the timesheet can recall it.
  1. Click Timesheets in the left navigation panel.
  2. Click the pending timesheet to open the details page.
  3. Click Recall Timesheet at the bottom of the page.
  4. User can then edit the timesheet, save it as a draft, or send it for approval again.
Info
If Notify Approvers on Recalling Timesheets is enabled, the applicable approvers are notified when the Timesheet is recalled.

Filter Timesheets  

Use filters to find timesheets based on the timesheet details.
  1. Click Timesheets in the left navigation panel.
  2. Click the filter icon and select the filter conditions.
  3. Click Find.
    1. To remove filter, click Clear Filter.

Export Timesheet  

You can export a Timesheet in XLSX format to share its recorded time and Timesheet details with others.
  1. Export a timesheet as a file for sharing across teams.
  2. Click Timesheets in the left navigation panel.
  3. Click the timesheet to open the details page.
  4. Click  in the top right corner > Export Timesheet.

Manage Timesheets  

  1. Click Timesheets in the left navigation panel.
  2. Use the drop-down in the top left to view timesheets based on the categories such as All Timesheets, Pending Approval, Approved, Rejected, and Drafts.
  3. Click a timesheet to view its details.
    or
  4. Right-click on a timesheet and select View Details.
  5. To view the approval flow, click the " " icon next to the timesheet.

Delete Timesheet  

Deleted timesheets are permanently removed and cannot be recovered.
  1. Navigate to Timesheets in the left navigation panel.
  2. Right-click on a timesheet and select Delete.
    or
  3. Hover over a timesheet and click   > Delete.
  4. Confirm the deletion.
Notes
Deleting a Timesheet does not delete the time logs in it. The time logs are disassociated from the Timesheet.