How timesheets work

Set up timesheets

Administrators set up timesheet settings like timesheet periods, timesheet approval paths, overtime or pay rules, validation rules, and notifications. These items are then assigned to users in their user profiles.

They can also modify system-level settings such as timesheet due dates.

Assign timesheets to employees

To allow an employee to use a timesheet, administrators assign them a timesheet template in their user profile.

Timesheet templates define how employees enter their time. Employees may enter their times as durations, as start and end times, or by punching in and out.

Templates also define options such as whether projects or activities are available, and which custom fields display.

Create projects and activities for use in timesheets

Project managers set up projects and tasks that will be available for project resources to enter time against. Or, administrators can set up activities for users to enter their hours against. Projects and activities can also be used in combination.

Enter and submit hours

Each employee enters the hours they work in their timesheet, and then they submit it at the end of each timesheet period.

They can enter time against available projects, tasks, or activities, and can record comments. In addition, they can complete custom fields and copy data from previous timesheets.

Employees can also enter time using the Replicon Mobile app; the data they enter syncs automatically with the web version.

Approve timesheets

Once submitted, timesheets are sent to each employee’s assigned timesheet approvers.

Typically, an employee’s supervisor, project manager, or a client representative act as their timesheet approver.

Approvers view timesheets, and approve or reject each. If rejected, the employee can correct the item and resubmit it for approval.

Ensure timesheet data is ready for use

Supervisors and billing, payroll, and cost managers can view the approval status of timesheets, in the application or in reports, to confirm whether all timesheets that include hours needed for downstream calculations have been approved.

If items they want included aren’t approved, they can override the regular approval process to make them available.

Use timesheet hours data

Once hours are approved, managers can use those hours for many purposes, such as for generating payroll, billing clients, calculating costs, tracking productivity, monitoring project progress, budgeting and forecasting, and determining profit.

Replicon includes reports that can help perform these tasks. Or, if you use third party software, you can transfer data to those applications using Replicon’s project integrations, payroll exports, or report data exports.