The Timesheet screen includes a Weekly Summary table at the bottom right corner. This summary will show the hours worked and recorded as timesheet records for each day of the week and a total for the week. It can optionally include other information as well.
Note that your trial account may show a different weekly summary table due to the configuration settings in our demonstration system. You are welcome to change these settings during your evaluation.
- Total Cost & Total Bill
- Billable Time
- % Utilisation
- Potential Revenue Hours
- Legend and Colour Coding
Total Cost & Total Bill
You can add two additional values to your timesheet summary:
- the total cost of the work that you've recorded in your timesheet, and
- the total billable value of the work that you've recorded in your timesheet.
Go to Settings > System Settings > Rates and enable Show total cost at bottom of timesheet screen and Show total bill at bottom of timesheet screen in the Time Worked and Cost Rates section and Time Bill and Bill Rates section respectively.
You can enable users to see their billable time both in the timesheet records and also in the timesheet summary.
Go to Admin > User > [select user] > Security and enable Billable Time - View and then Save. Your timesheet will now include the Bill column for Time and Non-Time entries. The timesheet summary table will show total for Billable time for each day and a total for the week.
The weekly summary can include the billable utilisation percentage for the week.
Go to Admin > User > [select user] > Settings and enter the Target weekly utilisation (%). This percentage calculation is based on the Default target weekly billable hrs specified in the User > Settings panel. This default value is set to 30 hours in our trial account via Settings > System Settings > Rates > Utilisation > Target Weekly Billable Hours.
Note that if you are setting this for your own timesheet, you will need to log out and then log back in for this configuration setting to be applied to your Timesheet screen.
If you want the % Utilisation component of the summary to be hidden, then go to Admin > User > [select user] > Settings and enter "0" in Target weekly utilisation (%). If this value is greater than 0, then the % Utilisation will be displayed when the user next logs in.
Potential Revenue Hours
You can display either Billable time (hours) or Potential revenue hours in the summary table. This changes the type of hours presented in the summary table.
Go to Settings > System Settings > Timesheets > Timesheet and Time Entry and enable Show potential revenue instead of billable hours in the timesheet summary table.
See the FAQ article What do the different revenue numbers mean? for more information on the difference between Billable hours and Potential revenue hours. In brief, Billable time displays the number of hours actually billed to the client including any adjustments made when invoicing the client; Potential revenue hours displays the number of hours recorded as billable regardless of any subsequent adjustments.
Legend and Colour Coding
Timesheet entries can include a coloured icon (dot) indicating that the time is categorised as Non-Billable, Unassigned or Unavailable. This is set via the Task Type; see Settings > Lists and Types > Task Type. Typically, these categories are defined as:
- Non-billable: you are working on a client task but this is not to be billed to the client, i.e. there is a cost to the project but no revenue.
- Unassigned: you are working on a task that is not associated with a client's project. This will typically include administration or training activities.
- Unavailable: you are not available for work on either client or administration activity. This will include annual and sick leave, time off in lieu, public holidays, etc.
The legend at the bottom of the timesheet screen will display the total time for each of these categories recorded in the timesheet.
Go to Settings > System Settings > Timesheets > Timesheet and Time Entry and check Enable legend and colour coding in timesheet screens.