Time and money
Timesheet
Check your week, submit it for approval, and approve or send back other people’s time.
The timesheet is where logged hours become a record your business can bill from and report on. You check your week, send it for approval, and, if people report to you, approve or send back theirs.
Before you start
- Time is logged against tasks first. See Logging time.
- The Approvals tab appears only if you can approve timesheets, and the Overtime tab only if you can see overtime requests.
- Your week reaches an approver only when you have a reporting manager. Without one, Orin OS still records the submission and tells you nobody can approve it yet.
Steps at a glance
Submit and approve time
Step 01
Open your week
Select Timesheet in the menu. My time opens on the current week, Monday to Sunday. Use the arrows beside the dates to move a week back or forward, and This week to return.
Each row is a task, grouped under its engagement, with firm-internal work under Internal time. The coloured dot beside a figure shows its state: Unsubmitted, Partly submitted, Submitted or approved or Changes requested. The band above the grid totals the week: billable and non-billable hours, the billable amount, and what is submitted and approved.
If you log or submit time for other people, the picker beside the dates switches between My time and their weeks.
A colleague's week opened from the picker. 1: Submit week. 2: the previous week. Step 02
Choose what to send
Lines that can still be sent carry a tick. Untick any line you are not ready to send. Select a row total, a day total or a single figure to see exactly what is in it; that window has its own submit button and a Log time button for anything missing.
Step 03
Submit the week
Select Submit week. Orin OS lists every entry it is about to send and says how much of the week can still be sent. Check it, then select Submit with the hours shown, for example Submit 12h for approval.
What will be sent, entry by entry, before anything is submitted. Submitted time is locked. You cannot edit it while it waits for a decision, so check the list before you send it.
If a message says nobody can approve the time yet, the person has no reporting manager. Ask an administrator to set one; the submitted week then reaches that manager's queue.
Step 04
Open your approvals queue
If you approve other people's time, a count appears beside Timesheet in the menu and on the Approvals tab. Open the tab. Pending lists what is waiting on you and Approved what has been decided. Each row is one person's week on one task. Search by person or task, or narrow the list with Weeks from and Weeks to.
1: the Pending queue. Each row has a Review link. Step 05
Decide each line
Select Review. For each day, choose Approve or Send back, or use Approve all. Sending a line back asks for a note, which the person reads. Tick Overtime on a line to price those hours at your business's overtime rate. Then select Record decision.
Each line is decided on its own. Record decision is available once every line has a decision.
When it has worked
Sent lines show the green Submitted or approved dot and move into the Submitted figure. Once approved, they count towards Approved and can be billed. A line sent back shows the red Changes requested dot with the approver's note; fix it and submit it again.
Next steps
- Timesheet compliance shows who has time not yet submitted.
- Billing and invoices explains how approved time reaches an invoice.
Common questions
I forgot to submit last week. Go back a week with the arrow and submit it now. Old unsubmitted time is what Timesheet compliance reports on.
I spotted a mistake after submitting. Ask your approver to send that line back. It returns to you to fix and resubmit.
What is the Overtime tab? Requests for extra hours on a task, decided by the task's owner. It is a separate queue from weekly approvals.
My hours do not match the Capacity screen. They measure different things. Capacity is hours planned against work; the timesheet is hours spent. See Capacity.