Time Sheet and billable hours

Practice managers, firm owners, and accounting staff can use Time Sheet to record billable and non-billable work time, link hours to client tasks or schedules, review team timesheets, and evaluate firm productivity.

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Time Sheet views: Entries vs calendar

Open Time Sheet from the left sidebar. The page provides two complementary views:

• Time Entries: A dated table view listing time records grouped by date. Displays task/event titles, employee names, billable status, start/end timestamps, tracked time, and billed time.
• Time Sheet: A calendar view displaying time entries as visual cards mapped across daily, weekly, or monthly calendar grids.

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Record time against a task or schedule

You can record time entries centrally from Time Sheet or directly from an open task record.

Method 1: Record time from the main Time Sheet page

1. Open Time Sheet.
2. Select Add (the plus icon) in the action bar.
3. Select the entry type (Task or Schedule).
4. Select the Task Name or Schedule.
5. Confirm the Employee Name (defaults to your user profile).
6. Select Start Date Time and End Date Time.
   • Assisterp calculates Spent Time automatically from the time block.
   • Override Spent Time manually if the actual time worked differed from the calendar duration.
7. Toggle Billable on or off (see rules below).
8. Add optional Tags and descriptive Notes detailing the work completed.
9. Select Add.

Method 2: Record time directly from a task

1. Open any task record in Tasks and subtasks.
2. Select the Time Sheet tab.
3. Select Add Spent Time.
4. The modal opens pre-linked to the current task. Enter your time block, billable settings, and notes, then select Add.

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Manage billable vs billed time

Assisterp separates actual time worked (Spent Time) from time charged to clients (Billed Time):

• Billable Enabled: Turning Billable on copies the Spent Time value into Billed Time by default.
• Adjusting Billed Time: Billed Time remains editable while Billable is on. If staff spend 90 minutes resolving a complex client issue but your firm agrees to bill 60 minutes, enter 90 mins in Spent Time and 60 mins in Billed Time.
• Non-Billable Entries: Turning Billable off sets Billed Time to zero. Non-billable entries (such as internal meetings, administrative tasks, or firm training) remain fully auditable in timesheets for capacity reporting.

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Manager review and timesheet approvals

Firm owners and practice managers can review team-wide time logs to compare actual time against billed time and audit client work:

1. Open Time Sheet and select the Time Entries tab.
2. Use the Employee filter dropdown to switch between staff members or view firm-wide entries.
3. Open the Filter modal on the action bar to narrow records by:
   • Tags: Filter by specific service or task tags.
   • Date Range: Filter by Start Date Time or End Date Time.
   • Billable Time Range: Filter by minimum or maximum billed hours.
   • Client: Filter time logs linked to a specific client profile.

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Edit or reverse a time entry

To update or correct a logged time entry:

1. Locate the entry in Time Entries or on the Time Sheet calendar view.
2. Select the row to open entry details.
3. Select the pencil icon to edit timestamps, billable status, billed time, or descriptions.
4. Select the trash icon to delete an erroneous entry.

Note: If edit or delete icons are hidden, ask your administrator to review your permissions in Permissions and Visibility.

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Firm capacity and productivity reporting

To evaluate firm productivity and employee billable hours:

1. Open Insights > Report By Employee.
2. Review each employee’s Total Actual Time, Total Billed Time, and Total Entries for the selected period, with Start Date and End Date showing the range covered.
3. Export timesheet summaries to support payroll processing or itemized client billing.