Timesheets

Timesheets are one of the cornerstones of the Quote to Cash cycle. They allow you to track the billable and non billable hours of employees. They are also one of the ways that the company generates its revenue.

In VOGSY, the timesheet process is as follows:

  • The employee records their time on their current timesheet. If the project planning is kept up-to-date, timesheets are automatically pre-filled with the appropriate data and all the employee has to do is confirm that the timesheet is correct.

  • Either daily or weekly, the employee submits their timesheet for approval.

What happens next depends on how you set up the project:

  • If the project has at least one Time and Materials deliverable and you set it up so that the project’s client can approve associated timesheets, then the project manager must send the client an approval request.

    For Time & Materials projects, the invoice is generated with the approved hours (and any other relevant costs chargeable to the customer). VOGSY also counts the approved hours against the budget burn.

  • If the client is not the approver, then the project manager reviews the timesheet. Approved hours will be available for invoicing (on Time & Materials projects only); rejected hours will not be available for invoicing nor will they be counted towards the budget burn, and a notification will be sent to the employee requesting further action.

The Timesheet view

Your timesheet opens to display a list of time cards for the activities that are due to be completed that week, according to your planning. If necessary, you can add more time entries for projects or for non billable time such as vacation or sick leave.

timesheet view1

number one red circle

This section displays the following information about the employee:

  • Avatar, if available

  • Week number (based on the 52-week year)

  • Reporting period (one week)

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The total amount of hours worked for each day of the reporting period is added up and displayed here.

Each time entry field has a color-coded status indicator:

  • status draft This indicates estimated hours that have not yet been worked.

  • status submitted This indicates hours that have been worked and submitted for approval.

  • status approved This indicates hours that were approved.

number three red circle

Total hours reported for the week.

Add Time Entry

Click this button to add a time entry.

Submit

Click this button to submit the timesheet.

Today

Click this button to display only those activities that have time entries for today.

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Activity time card. Each activity has it’s own card where you record the hours your worked for each day of the reporting period.

In addition to tracking hours, you can perform the following actions against an activity time card:

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Customer logo.

Click the logo to open the relevant project card.

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Customer name

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Project name

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Deliverable name

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Activity name

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Work week day fields. Enter the amout of hours you worked for each day.

By default time must be entered in quarter-hour increments. You can change this setting in the back office, if you have the Support staff role.


Each time entry field has a color-coded status indicator:

  • status draft This indicates estimated hours that have not yet been worked.

  • status submitted This indicates hours that have been worked and submitted for approval.

  • status approved This indicates hours that were approved.

By looking at a time entry you can quickly learn when it was worked on and for how long, and whether or not those hours have been submitted and approved.

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Activity timer. Use this optional feature to track the time you spend working on an activity.

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Additional actions:

  • Edit time entry: Click to edit the time card.

  • Duplicate time entry: Click to copy the time card.