Evolution ERP provides a flexible timesheet system that allows users to record time directly against projects and projects. Timesheets can track both non‑billable and billable time and form the basis for automated invoicing.
This guide demonstrates the end‑to‑end process of entering timesheets using both the project screen and the central timesheet entry page.
Timesheet Entry from a Project
Timesheets can be entered directly from within a project.
- From the dashboard, navigate to Projects
- Select the relevant project
- Open the Timesheets tab
- Click the + button to add a new timesheet
Basic Timesheet Entry
When creating a new timesheet:
- The staff member defaults to the currently logged‑in user
- Select a start and finish time
- Enter a description of the work performed
At this stage, the timesheet may contain time only, with no billable value applied. For example, a basic timesheet may record 5 hours of non‑billable work.
Converting Time to Billable Time
Timesheets can be updated to include billable labour items.
To record billable time:
- Enable billable time on the timesheet
- Select the applicable labour or rate item
- Allocate hours against one or more billable items
In the example demonstrated:
- 5 total hours were recorded
- Time was split across multiple billable labour items
- The total billable hours matched the total worked hours
Multiple Timesheets per Day
Multiple timesheets can be entered for the same day.
The system detects overlapping times and warns the user, allowing times to be adjusted accordingly.
This allows:
- Separate tracking of different activities
- Accurate recording of total billable hours
- Clear visibility of how time was spent
Timesheet Entry from the Main Menu
Timesheets can also be entered from the central Timesheet Entry screen.
Navigate to:
Timesheets → Timesheet Entry
- Click the + button
- Select the project to allocate time against
- Enter billable or non‑billable time
- Save the entry
When entering timesheets this way, the project must be selected manually.
Labour Items and Rates
Labour items configured as hourly rates will appear automatically when recording billable time.
The CODE dropdown on an Itemized Time Entry lists every labour line on the project, grouped under the quote each one came from, so a project built from several quotes shows all of their labour lines together. Pick the line the hours belong to and the time is billed against it.
What counts as a labour line is decided by the item’s unit: any unit whose type is Time — Hour, and any day, shift or week unit you have added yourself — marks its items as labour. See Units of Measure for how that is set up.
Show all labour items above the list drops the filter and offers every line on the project, labour or not. It is there for the occasional entry that has to go against a line that was never set up as labour; for normal entry, leave it clear.
Reviewing Timesheets
After saving, timesheet entries are visible:
- Against the staff member for the selected day
- Within the associated project record
- On the project’s Timesheets tab
Selecting a project from the timesheet view returns you to the project’s Timesheet tab, allowing easy navigation and review.
Training Video
The following video demonstrates the full end‑to‑end process of entering timesheets in Evolution ERP.