Time Entry Log

Required Permission

View All Timesheets permission OR have direct reports assigned to you - You must have the View All Timesheets permission OR have direct reports assigned to you permission to access this feature.

The Time Entry Log provides a comprehensive view of all time entries across your organization. Use this report to review time data, verify entries before payroll, and export detailed records for analysis.

Overview

The Time Entry Log displays individual time entries with full details including:

• Project - The project the time was logged against
• Date - When the work was performed
• Time In/Out - Start and end times
• User - The employee who logged the time
• Category - The cost code or activity type
• Pay Type - Regular, overtime, PTO, etc.
• Notes - Any notes added to the entry
• Hours - Total hours worked
• Odometer - Mileage readings (if tracked)

Accessing the Report

Navigate to Time Tracking > Time Entry Log from the main menu.

Filtering Data

At least one filter must be selected to view data. Available filters include:

Filter	Description
Date Range	Predefined ranges (This Week, Last Week, Last Two Weeks, This Month, Last Month) or custom dates
Project	Filter to a specific project
User	Filter to a specific employee
Category	Filter by cost code or activity category
Pay Type	Filter by pay type (Regular, Overtime, etc.)

Using Date Range Presets

The date range dropdown provides common presets based on your company's pay period configuration:

• This Week - Current pay week
• Last Week - Previous pay week
• Last Two Weeks - Previous two pay weeks (not including current week)
• This Month - Current calendar month
• Last Month - Previous calendar month
• Custom - Select specific from/to dates

Clearing Filters

Click the Clear Filters link to reset all filter selections and return to the initial state.

Understanding the Data

Project Display Format

Projects are displayed in the format: Contact Last Name - Project ID - Project Title

For example: Smith - 12345 - Kitchen Remodel

Time Display

• Time In - The clock-in or start time
• Time Out - The clock-out or end time
• Hours - Calculated total hours (may differ from time span if manually adjusted)

Odometer Data

When mileage tracking is enabled, the Odometer column shows:

• Start and end odometer readings (e.g., 45230 - 45285)
• Or calculated mileage if only totals are available

Exporting Data

CSV Export

Click the Download CSV button to export the filtered data. The export:

1. Queues a background job to generate the file
2. Sends an email with a download link when ready
3. Download link expires after 48 hours

Data May Include Unapproved Entries

The Time Entry Log includes all time entries matching your filters, regardless of approval status. This may include:

• Draft entries not yet submitted
• Submitted entries pending approval
• Entries that have been rejected and need correction

Before using this data for payroll or billing, verify that entries have been properly approved through the Approval Workflow.

Export Columns

The CSV export includes all displayed columns in order:

Column	Description
Project	Contact - Project ID - Title
Date	Entry date
Time In	Start time
Time Out	End time
User	Employee name
Category	Cost code/category name
Pay Type	Pay type name
Notes	Entry notes
Hours	Total hours
Odometer Start	Starting odometer reading
Odometer End	Ending odometer reading
Mileage	Calculated miles driven

Sorting Data

Click any column header to sort the data:

• Click once for ascending order
• Click again for descending order

Sortable columns include Project, Date, Time In, User, Category, Pay Type, and Hours.

Permission-Based Access

What you see depends on your permissions:

Permission Level	Data Access
View All Timesheets	All company time entries
Has Direct Reports	Own entries + direct reports
Standard User	Own entries only

Best Practices

Before Running Reports

1. Define your purpose - Are you reviewing for approval, analyzing costs, or preparing for payroll?
2. Choose appropriate filters - Start with a reasonable date range to avoid long load times
3. Consider approval status - Remember that this report shows all entries

For Payroll Processing

1. Use the Approval Workflow to ensure entries are approved
2. Use the Last Week or Last Two Weeks preset matching your pay period
3. Export only after confirming all timesheets are approved
4. Cross-reference totals with the Payroll Export for verification

For Job Costing Analysis

1. Filter by specific project to analyze labor allocation
2. Use category filters to see time distribution across cost codes
3. Compare actual hours to estimated hours for budget tracking

Troubleshooting

No Data Displayed

• Ensure at least one filter is selected
• Check that the date range contains entries
• Verify your permission level allows viewing the selected data

Export Not Received

• Check your email spam folder
• Allow up to a few minutes for large exports to process
• Verify your email address in account settings

Unexpected Results

• Clear filters and start fresh
• Verify the date range boundaries
• Check if entries exist but are assigned to different projects/categories

Related Topics

• Approval Workflow - Review and approve time entries
• Exports - Payroll and QuickBooks export options
• Timesheet - View and edit time entries by employee
• Hours Worked Report - Summary hours analysis