Time Entries

Time entries are the core records in ServiceCortex time tracking. They capture how long a team member worked, what they worked on, and whether the time is billable. Entries can be created manually, generated from active timers, or logged retroactively for past work.

Creating a time entry

Navigate to Time Tracking and click New Entry. Fill in the following details:

1. Team member -- select the resource who performed the work.
2. Date -- the date the work was performed.
3. Start and end time (optional) -- if known, enter the exact times. The duration is calculated automatically.
4. Duration -- if you do not have exact times, enter the duration directly in hours and minutes.
5. Job (optional) -- link the entry to a specific job for costing and reporting.
6. Appointment (optional) -- link the entry to a specific appointment.
7. Task (optional) -- link the entry to a task within a job.
8. Description -- a brief note about the work performed.
9. Work notes -- internal notes visible only to managers.
10. Billable -- toggle whether this time is billable to the client. Defaults to billable.

Click Save to create the entry. It starts in Draft status.

Time entry statuses

Time entries follow an approval workflow with the following statuses:

Status transitions

Editing and deleting entries

Time entries can only be edited or deleted when they are in Draft or Rejected status. Once an entry is submitted, the owner must withdraw it back to draft before making changes.

Team members can only edit their own entries. Managers with the appropriate permissions can edit entries on behalf of others.

Allocating time to line items

When a time entry is linked to a job, you can allocate portions of the duration to specific job line items. This enables accurate job costing.

1. Open a draft time entry that is linked to a job.
2. Click Allocate and distribute the duration across one or more line items.
3. Each allocation specifies a line item and a duration in seconds.
4. The total allocated time cannot exceed the entry's total duration.
5. When the allocated time equals the total duration, the entry is marked as fully allocated.

Allocations can only be modified while the entry is in Draft status. Use Clear Allocations to remove all allocations and start over.

Depending on your workspace settings, full allocation may be required before submission or approval.

Time categories

Time categories let you classify entries by type of work (e.g., "Travel", "Labour", "Administration"). Manage categories from Settings > Time Categories:

1. Click Add Category and enter a name, optional colour, and a flag for whether the category is billable by default.
2. Categories can be updated or deleted. Deleting a category does not affect existing entries that used it.

Overlap detection

When you create or edit an entry with start and end times, the system checks for overlapping entries for the same team member. If an overlap is detected, you will see a warning. Overlapping entries are allowed but flagged for review.

Weekly timesheet view

The timesheet view shows all entries for a team member over a week. Navigate to Time Tracking > Timesheet and select a team member and week. The view includes:

• Daily entry rows with duration, job, and status.
• A weekly total at the bottom.
• Quick actions to submit or edit entries.

Reports and export

Time tracking data can be exported and reported on:

• Job costing report -- view total time and cost allocated to a specific job.
• Productivity report -- compare hours worked across team members for a date range.
• Time report -- filter entries by date range, team member, and status.
• Payroll export -- export approved time as JSON or CSV, grouped by team member with totals.
• Convert to invoice -- link approved time entries directly to an invoice for billing.

What's next

• Use active timers to track time in real time.
• Create invoices from approved time entries.
• Set up jobs to link time entries for costing.