How to Manage Construction Timesheets

What This Feature Does

The timesheets feature allows you to import, review, and process worker time records from various sources, ensuring accurate payroll processing and project cost tracking for your construction projects.

Initial Setup

First-Time Configuration

1. Navigate to "Timesheets" by clicking "Timesheets" in the left sidebar
2. You'll see the timesheets dashboard with filtering and import options
3. If you have no timesheets yet, you'll see "No timesheets available" with integration options
4. Choose your timesheet data source:
   • Assignar Integration: Automatically sync from Assignar Operations
   • CSV Import: Upload timesheet data from other systems
   • Manual Entry: Enter timesheets directly in the system

Required Information

Before you begin, make sure you have:

• Worker/employee information set up in your system
• Projects and cost codes configured
• Pay rates established for different worker types
• Timesheet approval process defined

Day-to-Day Usage

How to Import Timesheets from Assignar

1. Go to "Timesheets" in the left sidebar
2. Click "Import from Assignar" button in the top right
3. In the import modal, set your parameters:
   • Date Range: Select start and end dates for timesheets to import
   • Projects: Choose specific projects or select "All Projects"
   • Workers: Select specific workers or import all worker timesheets
   • Status Filter: Choose "Approved Only" or "All Timesheets"
4. Click "Import Timesheets"
5. The system will retrieve and process the timesheet data
6. You'll see a progress indicator and notification when import completes
7. Review imported timesheets in the main list

How to Import Timesheets from CSV

1. Navigate to "Timesheets" and click "CSV Import" button
2. Download the CSV template by clicking "Download Template"
3. Fill in your timesheet data with required columns:
   • Employee Name: Worker's full name
   • Date: Work date (YYYY-MM-DD format)
   • Start Time: Work start time (HH:MM format)
   • End Time: Work end time (HH:MM format)
   • Break Time: Break duration in minutes
   • Project: Project name or code
   • Task/Cost Code: Activity or cost code
   • Hours: Total hours worked
   • Comments: Any additional notes
4. Upload your completed CSV file:
   • Click "Choose File" and select your CSV
   • Review the preview to ensure data looks correct
   • Click "Import Timesheets"
5. The system will validate and import your data

How to Review and Approve Timesheets

1. Go to "Timesheets" and use filters to find timesheets to review:
   • Filter by Date: Set date range for review period
   • Filter by Status: Show only "Pending Approval" timesheets
   • Filter by Project: Review timesheets for specific projects
   • Filter by Employee: Check specific worker's timesheets
2. Click on individual timesheets to view details:
   • Review start/end times and break periods
   • Verify project and cost code assignments
   • Check calculated hours against expected work
   • Review any comments or notes from workers
3. For each timesheet:
   • Click "Approve" if the timesheet is accurate
   • Click "Reject" if there are issues (add rejection reason)
   • Click "Edit" to make corrections before approving

Common Tasks

Processing Weekly Timesheet Batches

1. Set up a weekly review routine:
   • Filter timesheets by date range (e.g., previous week)
   • Sort by employee to review all timesheets for each worker
   • Check for missing days or unusual hour patterns
2. Bulk approval process:
   • Select multiple approved timesheets using checkboxes
   • Click "Bulk Approve" to approve multiple timesheets at once
   • Review summary before confirming bulk action
3. Handle exceptions:
   • Flag timesheets with overtime for special review
   • Check timesheets with unusual cost code assignments
   • Verify timesheets with extensive comments or variations

Matching Timesheets to Schedule of Rates (SOR)

1. For timesheets that need SOR matching:
2. Click on a timesheet that shows "SOR Status: Pending"
3. In the timesheet details panel:
   • Review the worker's activity and cost code
   • Click "Select SOR Rate" to choose appropriate rate
   • Search available SOR items by description or code
   • Select the matching rate that applies to this work
4. The system will calculate billing rate based on SOR selection
5. Click "Apply SOR Rate" to confirm the matching
6. Timesheet status will update to "SOR Matched"

Handling Timesheet Corrections

1. When timesheets need corrections:
2. Open the timesheet details by clicking on the row
3. Click "Edit Timesheet" button
4. Make necessary corrections:
   • Adjust start or end times
   • Modify break periods
   • Change project or cost code assignments
   • Update comments or notes
5. Add correction reason in the notes field
6. Click "Save Changes"
7. The timesheet will require re-approval after editing

Generating Payroll Data from Timesheets

1. Filter timesheets for your payroll period:
   • Set date range for pay period (e.g., fortnightly)
   • Filter by "Approved" status only
   • Select specific employees if processing partial payroll
2. Click "Export for Payroll" button
3. Choose export format:
   • CSV: For import to payroll software
   • Excel: For manual payroll calculation
   • PDF: For payroll records and filing
4. The export will include:
   • Employee details and hours worked
   • Regular time vs. overtime breakdown
   • Project and cost code allocations
   • Approved rates and total pay calculations

Advanced Timesheet Management

Setting Up Automatic SOR Matching

1. Go to "Settings" and click "Timesheet Settings"
2. Enable "Auto-match SOR rates" option
3. Configure matching rules:
   • Match by cost code similarity
   • Match by project type
   • Match by worker trade/skill level
4. Set confidence threshold for auto-matching
5. Timesheets will automatically match to SOR where possible
6. Manual review still required for uncertain matches

Managing Multi-Project Timesheets

1. For workers who work on multiple projects in one day:
2. Review split timesheets carefully:
   • Ensure total hours match work day length
   • Verify project allocations are accurate
   • Check that travel time is appropriately allocated
3. Use timesheet breakdown feature:
   • Click "View Breakdown" on multi-project timesheets
   • See graphical representation of time allocation
   • Verify project percentages add up to 100%

Timesheet Analytics and Reporting

1. Use timesheet data for project insights:
   • Track actual vs. estimated hours per project
   • Identify most productive workers and crews
   • Monitor overtime patterns and costs
   • Analyze cost code usage across projects
2. Generate regular reports:
   • Weekly timesheet summary for management
   • Project hour allocation reports for clients
   • Worker productivity analysis
   • Cost variance reports comparing actual vs. budgeted hours

Troubleshooting

If Assignar import fails

• Check your Assignar integration is connected and active
• Verify the date range isn't too large (try smaller periods)
• Ensure workers exist in both Assignar and Pay systems
• Check that projects are set up correctly in both systems

If CSV import shows validation errors

• Check that all required columns are present and correctly named
• Verify date and time formats match the template exactly
• Ensure employee names match existing users in your system
• Check that project and cost code references are valid

If SOR matching isn't working

• Verify that Schedule of Rates are set up and active
• Check that cost codes align between timesheets and SOR
• Ensure SOR items have appropriate descriptions for matching
• Review worker trade classifications and SOR rate applicability

If calculations seem incorrect

• Check that break times are correctly entered in minutes
• Verify start and end times are in correct format
• Ensure pay rates are set up properly for workers
• Review overtime rules and calculations in settings

Tips for Construction Teams

• Import timesheets daily to catch and correct issues quickly
• Train workers on consistent cost code selection for accurate job costing
• Set up approval workflows with site supervisors reviewing their crew's timesheets
• Use comments fields for important context (weather delays, equipment issues, etc.)
• Regularly review SOR matching to ensure accurate client billing
• Export timesheet data weekly for integration with accounting systems

Best Practices for Timesheet Management

Workflow Organization

• Establish regular import schedules (daily or weekly)
• Assign approval responsibilities to project managers or supervisors
• Set deadlines for timesheet submission and approval
• Create backup approval processes for when supervisors are unavailable

Data Quality Control

• Train workers on accurate time recording
• Implement spot checks and validation routines
• Cross-reference with project schedules and deliverables
• Monitor for patterns that might indicate errors or inefficiencies

Integration with Project Management

• Align timesheet cost codes with project work breakdown structure
• Use timesheet data to update project progress and completion estimates
• Integrate with scheduling systems to validate planned vs. actual work
• Generate client reports combining timesheet data with project deliverables

What's Next

After setting up timesheets, you may want to:

• Configure Schedule of Rates for accurate billing rate matching
• Set up Pay Rates for proper payroll calculation
• Create Cost Codes for detailed project cost tracking
• Generate Reports for project and workforce analysis