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Best Practices For Configuring Timesheets

With the Timesheets tool, you can configure your timesheets to best meet your team’s needs. Below are different ways that you can create a labour force (the users that show in the Timesheets employee list) and the configuration options you can enable.

1. Start by configuring your Company level information so you can enable your users and ensure information is consistent across your projects.
How do you want to set up permissions for your employees?  Do you want to quickly transfer your timekeeping data to QuickBooks® Desktop? Do you want to quickly transfer your timekeeping data to Sage 300 CRE®?


 First, learn how how to configure user permissions for the multi-tier approval process.
Next, Create a Company Permissions Template for the Company level Timecard and Timesheets tools.
You should also Create a Project Permissions Template for employee access to the Project Level Timesheets tool. 

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To learn how to set up a simple import/export process, see Transfer Procore Timecard Entries to  QuickBooks® Desktop

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To learn how to set up a simple import/export process, see Set Up Your Payroll Export for Use with Sage 300 CRE®.

2. Below are different scenarios of entering time and the tool best used for completing the task:
Need to clock your own time? Need to enter or update your staff's time across projects? Need to enter time for an employee or a crew?


Use the My Time tool on your mobile device. See Add a My Time Entry (Android) or Add a My Time Entry (iOS).


Use the Company Timecard tool. See Create a Timecard or Edit a Timecard


Use the Project Timesheets tool. See Create a TimesheetCopy a Previous Timesheet or Bulk Enter Timecard Entries on a Timesheet.

3. After time is entered for employees, review, approve, analyze and export a time report. 
Need to review and approve entered time? Need to view a time report? Need to create your own time report?


Learn how to review and approve time using the multi-tier approval process. See Review a TimesheetApprove a Timesheet, and Mark a Timecard Entry as Completed in the Company Level Timesheets Tool.

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Use the 'Timecards' Report in the Reports tool. See View the Timecard Report.

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Use the Reports tool. See Create a Custom Company Report or Create a Custom Project Report


Set Up Timesheets

Set Up a Labour Force
  • Set up Company Classifications so you can assign them to your employee's and worker's user profiles. See Add a Classification and Enable Classifications on a Project.
  • For users to appear in the Timesheets Employee list:
    • Add Employees on an individual project basis.
      • Go to the Directory, add or edit each employee's user profile and under 'Personal Information', scroll down to mark the checkbox that says 'Is Employee of [Company Name]?’. The employee will need to be added to each Project Directory that you want to track their time for. See Edit a User Account in the Project Directory for more information.
      • Add a "worker" to the Crews tool. An email address is NOT required to create a "worker" nor do they need to be added to the Directory. See Add a Worker to learn more.
      • You can also assign a 'Classification' for your employees and workers. 
    • Select Employees from the Company Directory (only if the 'Can company employees be tracked on all projects?' setting is marked).
    • Select a crew (a group of employees).
      • A crew must first be created in the Crews tool. For more information, see Create a Crew.
Configure Timesheets

Default Timesheet Configuration Settings can be managed by users with 'Admin' level permissions on the Company level Timesheets tool. See Configure Advanced Settings: Company Level Timesheets for more information. The settings that can be managed on that page are listed below:

  • Choose default work week:
    • You can select what you want your company's work week to be in the Timesheets, Company Timecard and Daily Log tools.
      Note: This setting will display as the filter "current work week" or "last work week" in Timesheets custom reports.
  • Can company employees be tracked on all projects?:
  • Manage Time Types:
  • Managing Cost Codes by Cost Type:
    • Mark the cost types with the corresponding cost codes that you want to show in the Cost Code drop-down list. 
      Note: See Set Default Cost Types to learn how to add custom cost types.
  • Default Cost Type for New Timecard Entries:
    • Select the default cost type from the drop-down menu that will be assigned to new timecard entries. Your users can change these on new entries. 
  • Custom Signature Text:
    • You can enter a custom text that will show in the Signature field when a user is signing a time entry.
  • Payroll Settings:

Project level Timesheets Configuration Settings can be set up and managed in the Project level Timesheets tool. See Configure Advanced Settings: Timesheets on how to enable these project-based settings listed below:

  • Time Entry Settings:
  • Enable Additional Fields on all Timecards:
    •  You can select what optional fields you want to show on timecards.
  • Employee Location Tracking:
    • You can enable a geofence to be set up around the project location and track the location of field employees only when they clock in and clock out.
Set Up Reports
  • Labour Budget to Actual Report:
    • Track the percentage of budgeted labour hours versus actual labour hours used in real-time. See Import Budgeted Hours for more information.
  • Production Quantities Report:
  • Field Production Report:
  • Custom Report:
    • Create a custom report or use one of our templates like "Weekly Timesheets by Employee" or "Payroll Report" to gain real-time insights on labour tracking. See Create a Custom Project Report.