Add a manual time entry to a timesheet

This guide shows you how to add a time entry to your timesheet manually. This ensures all your work is tracked and billable, even if you could not use the live timer.

While the live timer is great for tracking work as it happens, you sometimes need to add time after the fact. You might add a manual entry to log a phone call, capture work done offline, or correct an error from a previous day.

Before you start

• You need a staff member profile with permissions to track time.
• To track time against a Job, you must be assigned to that Job.

Add a manual time entry

You can add time as a duration or by specifying the start and end times.

1. Navigate to Time → Timesheets.
2. Click the + New Entry button to open the new time entry form.
3. Select the Job you worked on from the dropdown list. Selecting a job also automatically selects the associated Client.
4. The Date field defaults to today. Click it to select a different date from the calendar.
5. Enter the amount of time you worked. You can choose one of two methods.

1. In the Notes field, write a clear description of the work you completed. Some organizations require notes for a time entry to be considered billable.
2. Check the Billable box if the time should be added to a client's invoice. Uncheck it for internal or non-billable work.
3. Click Save to add the entry to your timesheet.

Edit a time entry

You can correct the details of any unlocked time entry.

1. Navigate to Time → Timesheets.
2. Find the entry you want to change in the list. You can use the date selector or filters to find it more easily.
3. Click anywhere on the entry row to open the edit screen.
4. Update the Job, date, duration, notes, or billable status.
5. Click Save to confirm your changes.

⚠️ Heads up: You cannot edit a time entry after it has been included on an invoice. If you need to change a locked entry, you must first delete the invoice it is on. Proceed with caution.

Delete a time entry

You can permanently remove a time entry from your timesheet.

1. Navigate to Time → Timesheets.
2. Find the entry you want to delete.
3. Click the trash can icon on the right side of the entry's row.
4. A confirmation window appears. Click Delete to permanently remove the time entry.

💡 Tip: Instead of deleting an incorrect entry that has been invoiced, consider adding a new, negative time entry to balance it out. This preserves the original audit trail for you and your client.

Good to know

• By default, staff members can only view, add, and edit their own time entries. Managers and administrators may have permission to view or manage timesheets for multiple staff members.
• Your organization settings may require notes on all billable time entries. If you try to save a billable entry without a note, you will see a prompt to add one.
• The billable rate for an entry is determined by the rates set on the Job, not by the staff member tracking the time.

What's next

• Use the live timer
• Run time entry reports
• Create an invoice from tracked time