Labor is the largest cost in a service company and the one that is easiest to lose track of. Time records each employee's hours, and, through allocations, charges those hours to the job, punch list or work type they were spent on. That allocation is what turns a timesheet into job cost. The same pages carry paid time off, so the approver sees the request, the balance it draws from, and the blackout dates it may collide with, in one place.
Dashboard
Open Time DashboardWho it is for
The manager who approves time, and whoever runs payroll.
Without it
Timesheets pile up unseen until the payroll deadline, and the week's hours are only known once it is over.
What it shows
Four cards: Hours This Week, Clocked In, Pending Approvals and Pending PTO, drilling into Timesheets and PTO Requests with the matching filter. Quick Actions open Add Time Entry and Submit PTO Request in place. Three charts for the week: Hours by Day, Allocation Breakdown by work type, and Top Employee Hours.
What it is worth
- The approval queue, counted. Pending Approvals is the number that has to be zero before payroll runs, and it drills to exactly those entries.
- Who is on the clock right now. Clocked In is every entry with no clock-out, which is also the list of forgotten clock-outs at the end of the day.
- Where the week went. Allocation Breakdown says how much of the week was billable job work and how much was everything else.
Pays for itself the first payroll run that starts with Pending Approvals already at zero.
Timesheets
Open TimesheetsWho it is for
The approving manager, and the office entering time on someone's behalf.
Without it
Hours are known but not what they were for. A job's labor cost is a guess, a project's is a bigger guess, and the timesheet on paper cannot be questioned without a conversation.
What it shows
Time entries by employee, with an employee type-ahead, status, device type (Web, Kiosk, Mobile) and date-range filters, and a grid that shows each entry's allocations and a Flagged indicator. Add Time Entry captures the employee, date and time, notes, and an allocation builder that asks "What was this time spent on?" with rows of work type, job or punch list, and hours. An entry's detail page shows the Time Allocations table (work type, job or punch list, hours, rate, cost, overtime) and an Adjustment History, with Flag and Reject actions that each require a reason.
What it is worth
- Hours become job cost. An allocation row against a job or punch list is how labor lands on that job's or project's cost. Nothing else does it.
- Overtime priced correctly. An allocation marked overtime is costed at the rate times the overtime multiplier.
- Flag, do not argue. A questionable entry is flagged with a reason and stays visible in the Flagged filter until it is resolved.
- An audit trail per entry. The Adjustment History records every change after the fact, with who made it.
Pays for itself the first project whose labor cost is read from allocations instead of estimated after the fact.
PTO Requests
Open PTO RequestsWho it is for
The manager approving time off, and the scheduler who needs to know who is out.
Without it
Time off is a text message. The approval is verbal, the balance is nobody's, and the scheduler finds out when the technician is not there.
What it shows
Requests filtered by employee, status and date range, showing the type, dates, hours, status and who reviewed it. Submit PTO Request captures the employee, PTO type, start and end dates, hours and notes. Approve is one click; Deny opens a modal that requires a reason.
What it is worth
- Approval draws the balance down. Approving a request adds its hours to that year's Used and takes them from Remaining, automatically.
- Blackout dates are enforced. A request that overlaps a blackout date is refused at submission, not discovered at approval.
- The schedule knows. Approved time off is what the Routing Workbench and Workload & Capacity subtract from a technician's available hours.
- A denial has a reason. The reason is required and stays on the request.
Pays for itself the first week the schedule was built around an approved absence instead of discovering it on Monday.
PTO Balances
Open PTO BalancesWho it is for
Whoever administers benefits, and the employee asking how much they have left.
Without it
"How many days do I have?" is answered from a spreadsheet that was right in January.
What it shows
Accrued, Used and Usage per employee, per PTO type, per year, searchable by employee or type. Add PTO Balance sets the year's accrual for an employee and type.
What it is worth
- Always current. Every approved request updates the balance, so the number on screen is the number.
- By type and by year. Vacation and sick time are separate balances, and each year starts clean.
Pays for itself the first time an employee's remaining balance is answered without opening a spreadsheet.
Where to go next
- Labor allocated to a project's punch list shows up as actual cost on that project under Projects.
- Hours available after approved PTO are the supply line on Workload & Capacity and the payroll outflow on the Cash Outlook.
- Work types, overtime rules, pay rate types and PTO types and blackout dates are maintained under Admin › Settings.
Good to know
- Two clocks. The field app's clock-in and clock-out on a job is a separate record from these timesheets. Job costing and payroll run from the timesheet allocations here, not from the field clock.
- The rate is on the allocation. Cost is the allocation's hours times the rate entered on it, times the overtime multiplier when marked overtime.
- Statuses are Pending, Approved and Rejected. Pending Approvals on the dashboard is the Pending count.
- Device type records where the entry came from: Web, Kiosk or Mobile.
- Hours This Week starts on Monday, on both the dashboard and the Timesheets drill.