Timesheets (service and installation reports for orders)
Overview
The Timesheets module is used to record service and installation work performed at the customer's site as part of a specific order. The worker records the devices/equipment used, the work performed, the material consumed and incidental expenses (transport) in the timesheet; the customer confirms the work with a handwritten signature directly in the application, and the completed timesheet is sent or printed as a basis for invoicing. The Timesheets module has nothing to do with the Work Reports module (recording employees' worked hours) – these are two separate agendas with similar names, so it is worth not confusing them.
Key Features
- Timesheet records divided into groups (cost centers) with their own numbering and settings
- Recording of devices/equipment, work performed and material consumed with automatic price recalculation
- Recording of incidental expenses – transport, technician travel time and parking
- Customer signature directly on screen and handover of the timesheet for invoicing
- Printing the timesheet to PDF and sending it by email
- Linking the timesheet to a ticket in the HelpDesk module
- Linking to the customer company and branch in the CRM module
- Predefined templates for devices, work and material for faster filling in
Access and Settings
Access to the Timesheets module and the scope of permissions are governed by which groups (cost centers) the user has been granted access to and at what level. The configuration of groups, numbering series, templates and the link to HelpDesk is performed by a user with a separate permission for managing the module's settings.
How to Access the Timesheets Module
Open the Timesheets module from the application's main menu. Once opened, the heading "Timesheets" appears at the top and – only for users with permission to manage the module – a "Settings" link for configuring groups and numbering series.
Timesheet Groups (Cost Centers)
Below the Timesheets module heading is a horizontal strip of tiles with groups (cost centers). The user only sees the groups to which they have been granted at least some permission. Until the user selects a group by clicking a tile, neither the filter nor the timesheets table is displayed at all – selecting a group is the first step in working with the module, and the application remembers it the next time the module is opened.
Permissions and Access Rights in the Timesheets Module
Permission for the Timesheets module is set separately for each group (cost center) and for each user individually, always at one of six levels. Access control is based purely on the assigned permission level in the given group and does not depend on hierarchy or the organizational structure.
| Permission Level | What the User May Do in the Group |
|---|---|
| No access | Does not see the group at all and cannot enter it |
| View own | Sees only the timesheets on which they themselves are listed as the employee in the list; does not edit or create anything |
| View all | Sees all timesheets of the given group, but for viewing only, without editing and without creating new ones |
| Can see all and can create new ones and edit theirs | Creates new timesheets and edits only the timesheets on which they themselves are the employee, as long as they are not in the "Completed" status |
| Can view, edit and create everything | Creates new timesheets and edits any timesheet of the given group, as long as the timesheet is not in the "Completed" status |
| Can view, edit, create and delete everything | The highest level – additionally edits even closed timesheets, deletes timesheets and their individual items, and has access to the list of deleted records |
In addition to these six levels, there is a separate permission for managing the Timesheets module's settings – creating and deleting groups, numbering series, device/work/material templates, email texts and the logo on documents. This permission is held only by the system administrator or a user to whom module administration has been explicitly granted, and it is independent of the six access levels described above for a specific group.
Timesheets Module Settings
The Timesheets module settings open in a separate screen with tabs: the first tab "User Rights / Timesheet Groups" is used to create and delete groups (cost centers); the other tabs (one for each existing group) contain the detailed settings for the given group. Settings for an individual group can only be made after it has been created on the first tab.
Creating a Group and User Rights
On the "User Rights / Timesheet Groups" tab, create a new group using the "Create Group" button; an existing group can be renamed using the "Edit name" button or deleted using the "Delete Group" button. On the tab for a specific group, there is a table of user rights where, for each active user of the company, you select one of the six permission levels described above with a single click. Above each level column is a "Select all" button, which sets the given level for all users at once.
General Group Parameters in the Timesheets Module Settings
In the Timesheets module settings, on the tab for a specific group, the "General Parameters Settings" section is used to choose which parts of the timesheet are displayed at all in the given group and what their default values should be.
| Setting Option | What It Affects |
|---|---|
| Enter devices/equipment | Displays a table for recording devices/equipment in the timesheet detail; without enabling it, the table is not displayed at all |
| Enter completed work / service tasks | Displays a table for recording the work performed in the timesheet detail; without enabling it, the table is not displayed |
| Fill in used material | Displays a table for recording the material consumed in the timesheet detail; without enabling it, the table is not displayed |
| Enter incidental expenses (transport) | Displays a card for transport, travel time and parking in the timesheet detail; without enabling it, the card is not displayed |
| Note | According to the label, it should enable a text note on the timesheet; however, the Note field is always available in the dialog for entering/editing a timesheet, regardless of this setting |
| Letterhead/Logo on documents | Uploads an image (company logo, or an entire letterhead) that is printed in the header of the timesheet PDF; without an uploaded logo, only the company name is shown as text in the PDF |
| Default travel cost per km | Pre-fills the transport price-per-kilometer field for new timesheets of the given group |
| Default price per km for technician time on the road | Pre-fills the price-per-kilometer-per-technician field for new timesheets of the given group |
| Used statuses | Checking a box determines which of the six timesheet statuses are offered at all in the filter and in the Status field for the given group; an unchecked status does not appear in the UI of that group |
| Work on electric devices R, N | Enables two additional checkboxes "R" and "N" with a supplementary text field on the rows of the Work table; without enabling it, these fields are not displayed for work at all |
| Default text when R / N is checked | Text that is automatically pre-filled into the supplementary field when the user checks R or N and does not enter their own text |
Timesheet Numbering in Settings
The timesheet number format is set in the Timesheets module separately for each group using the Sequence number fields – prefix (e.g. "VP"), year, suffix (e.g. "SCH"), number of digits, and the number from which numbering should start in the given year. The resulting number then looks, for example, like "VP2019SCH0001" (prefix VP, four-digit year, suffix SCH, four-digit sequence number starting from 1). Without filling in these fields, only a plain numeric series without a prefix or suffix is generated.
Device, Work and Material Templates
On the group's "Apparatus/Equipment", "Work / Service Tasks" and "Material" tabs, you can pre-create frequently used items in the Timesheets module settings – for devices: name, type and serial number; for work: name, default time and rate; for material: name and price per piece. The "Add row" button creates a new empty template row, and the cross icon deletes a row. These templates are then offered to users as a quick choice directly while filling in a specific timesheet – selecting a template automatically pre-fills all related values for that row.
Linking with HelpDesk and Email Texts in Settings
In the Timesheets module settings, you can enable linking with HelpDesk tickets by checking specific HelpDesk projects – their tickets will then be offered for linking with a timesheet. This option is only available to companies that have the HelpDesk module enabled; without checking any project, the field for linking with a ticket in the Timesheets module is not displayed at all. You can also fill in a default "Email subject" and "Email text" here, which will be pre-filled in the dialog for sending the timesheet; a keyword can be inserted into the subject that will be replaced with the timesheet number.
User Interface
The interface of the Timesheets module consists of group (cost center) tiles, a collapsible "Filter" card, and a table of timesheets for the selected group with columns, search and export. The following sections describe the main screen, the available filters, and the individual columns and actions in the timesheets table.
Main Screen of the Timesheets Module
After selecting a group (cost center), the Timesheets module displays the "Filter" card (which can be collapsed or expanded using the +/– icons on the right of the header), a row of quick filters and actions, and the table of timesheets for the given group. Above the table are buttons for searching, exporting and printing the list, and toggling column visibility.
Filters and Search in the Timesheets Module
- Device serial number: text search for timesheets by the serial number of a recorded device/equipment, in the collapsible "Filter" card
- Year: a drop-down list of years from the company's registration year to next year, plus an "All" option
- Status: a button toggle with "All" and then only the statuses enabled by the administrator in the group's settings (e.g. "Created", "Assigned", "Solved", "Ready for invoicing", "Invoicing + additional report", "Completed"), with the number of records in the given status shown for each
- All / Only mine: a toggle that limits the list to only the timesheets on which the logged-in user is listed as the employee
- Search / Cancel button: confirms the entered filters, or resets them to the default state
Table Columns and Record Actions
The timesheets table in the Timesheets module has the columns Timesheet Number, Order Number, Employee, Company (CRM), Status, Created and Actions; it supports search, sorting, export, printing and toggling column visibility. Links directly on the timesheet number and on the order number open the timesheet detail. The Actions column shows, depending on permissions and the status of the timesheet: an eye icon (view detail), a pencil icon (edit – only with editing permission and if the timesheet is not locked), a "Copy" icon (only for timesheets in the "Completed" status), and a trash can icon "Delete record" (only with the highest permission, with a confirmation prompt).
Timesheet Statuses
A timesheet in the Timesheets module goes through six possible statuses. In the group's settings, the administrator selects by checking boxes which of these statuses are used in it at all – unused statuses do not appear either in the filter or in the "Status" field's offer.
| Status | What It Means | How the Timesheet Reaches It |
|---|---|---|
| Created | The timesheet has just been created, work on the order has not yet started | Automatically when a new timesheet is created, cannot be selected manually |
| Assigned | The timesheet has been assigned for processing | Manual selection in the Status field while editing the timesheet |
| Solved | Work on the timesheet is currently in progress | Manual selection in the Status field while editing the timesheet |
| Ready for invoicing | The timesheet is finished and ready for billing | Manual selection in the Status field, or with the "Save & Ready for Invoicing" button at the signature |
| Invoicing + additional report | The timesheet is finished for billing, but an additional visit or report is expected for the order | Manual selection in the Status field only – there is no separate button for this status in the interface |
| Completed | The timesheet is closed and locked against normal editing | Manual selection in the Status field, or automatically if the linked HelpDesk ticket is closed as resolved |
As long as the timesheet is in the "Completed" status, it cannot normally be edited – the fields and buttons for adding and deleting items are not editable, and only a user with the highest permission may edit such a timesheet. A user with the lowest editing permission may additionally only edit timesheets on which they themselves are listed as the employee.
Basic Operations
The following procedures describe everyday work with timesheets in the Timesheets module – from selecting a group (cost center), through creating a new timesheet, adding device, work and material items, incidental expenses and linking with HelpDesk, to the customer's signature, handover for invoicing, editing, copying and deleting completed timesheets.
Procedure: Selecting a Group (Cost Center) in the Timesheets Module
- On the Timesheets module's main screen, click the tile with the name of the desired group/cost center.
- The filter and the table of timesheets for the given group are displayed; the selected group is remembered the next time you enter the module.
Procedure: Creating a New Timesheet
- In the Timesheets module, click the Create button above the table (the button is active only with sufficient permission).
- In the "Add / Edit Work Statement" dialog, fill in the required Order Number field, and optionally the company from CRM, the branch, a note and the employees.
- Click Save & Go to List or Save & Go to Detail.
- A new timesheet is always created in the "Created" status – the status selection in the dialog has no effect when creating a new timesheet.
- After saving, a notice is displayed stating that further items (devices, work, material) can only be added once the timesheet has been created.
Fields of the Add/Edit Work Statement Dialog
The dialog for entering and editing a timesheet in the Timesheets module contains the following fields. The browser itself highlights the "Timesheet number" and "Order number" fields and prevents the form from being submitted if they are not filled in – the application does not display any custom error message for them.
| Field | Required | Description |
|---|---|---|
| Timesheet number | yes, not editable | Automatically generated sequence number according to the numbering series setting of the given group, read-only |
| Order number | yes | Text designation of the order to which the timesheet relates |
| Company (from the CRM module) | no | Selection of the customer company from the list of companies in CRM, a drop-down field with search |
| Branch office (CRM) | no | Selection of a specific branch/address of the selected company; the offer is loaded according to the selected company |
| Status | no, ignored when creating | Current status of the timesheet, only the statuses enabled in the group's settings can be selected |
| Customer order number (contract) | no | The customer's order or contract number |
| Employee | no | Selection of one or more employees working on the timesheet; only offers users with access to the given group |
| HelpDesk Project - Ticket | no | Selection of an open HelpDesk ticket; only displayed when creating a new timesheet and only if linking with HelpDesk is enabled |
| Note | no | Free-form, multi-line formatted text for the timesheet |
Procedure: Adding Timesheet Items (Devices, Work, Material)
- In the Timesheets module, open the timesheet detail – using the eye icon in the list, or via the link on the timesheet number or order number.
- On the "Apparatus/Equipment", "Work" and "Material" tabs (displayed only if the administrator has enabled them in the group settings), click Add Item – an empty row is added.
- In the row, select an existing predefined template from the drop-down list, or type your own name.
- Fill in the other columns (type and serial number for devices; quantity/time, rate and discount for work; number of pieces and price per piece for material) – each change is saved immediately after leaving the field, without a separate "Save" button.
- The row price and the total price of the timesheet are recalculated automatically.
Tip: Delete a single row using the trash can icon (with confirmation), or all rows of the table at once using the Delete all button.
Fields of the Apparatus/Equipment Table in the Timesheet Detail
| Field | Description |
|---|---|
| Name | Name of the apparatus/equipment – can be selected from saved templates or entered manually |
| Type | Type designation of the device |
| Serial number | Serial number of the device; timesheets can also be filtered by it in the timesheets list |
Fields of the Work Table in the Timesheet Detail
| Field | Description |
|---|---|
| Name | Description of the work performed or service task – can be selected from saved templates or entered manually; if the name contains "Hourly rate", a supplementary description field is offered |
| Device | Sequence number of the device row to which the work relates |
| Qty (time in hr) | Time worked, in hours |
| Rate / hr | Hourly rate |
| Discount in % | Percentage discount on the given row |
| Price | Automatically calculated row price (rate times time, reduced by the discount), read-only |
| R / N (Electrical Devices) | Two optional checkboxes with a supplementary text field on the work row; displayed only if the "Work on electric devices R, N" option is enabled in the group settings |
Fields of the Material Table in the Timesheet Detail
| Field | Description |
|---|---|
| Name | Name of the material – can be selected from saved templates or entered manually |
| Device | Sequence number of the related device row |
| Qty | Number of pieces |
| Unit price | Price per piece |
| Price | Automatically calculated row price (price per piece times number of pieces), read-only |
Procedure: Incidental Expenses (Transport) for a Timesheet
On the "Additional expenses" card (displayed only if enabled in the group settings), fill in the number of kilometers, the transport price per kilometer, the price per kilometer traveled per employee, the number of technicians and the parking fee. The prices for the individual rows and the total sum of incidental expenses are calculated automatically.
| Field | Description |
|---|---|
| Transportation costs (km, price/km) | Number of kilometers driven and the price per kilometer |
| Technician travel time (price/km/technician, number of technicians) | Price per kilometer per technician and the number of technicians on the road |
| Parking | Parking fee amount |
Procedure: Linking a Timesheet with a HelpDesk Ticket
- Either select a specific ticket right away when creating the timesheet in the "HelpDesk Project - Ticket" field, or, in the detail of an already created timesheet, click Connect with Ticket.
- In the "Link to HelpDesk ticket" dialog, select a ticket from the list of open tickets of the enabled projects and click Save.
- The linked ticket is displayed in the timesheet detail as a link to its detail in the HelpDesk module.
The "Connect with Ticket" button is displayed in the Timesheets module only if the administrator has enabled linking with at least one HelpDesk project in the settings. It always only offers open tickets, not resolved or closed ones.
Procedure: Customer Signature and Handover of the Timesheet for Invoicing
- In the timesheet detail, on the card with the total price, fill in the customer's name (printed in block letters) and have them sign with the mouse or a finger in the signature field; the field can be enlarged using the To the full page button.
- Click Save (saves only the signature) or Save & Ready for Invoicing (saves the signature and at the same time sets the status to "Ready for invoicing"). The second button is inactive and displays the message "No ticket linked" if linking with HelpDesk is enabled in the settings but the timesheet has no ticket assigned.
- Once the signature has been saved, the signature field disappears and the saved signature image is displayed with a Delete Signature button, which allows the signature to be captured again.
Editing a Timesheet
In the Timesheets module, you edit an existing timesheet by clicking the pencil icon in the list, or directly in the timesheet detail – the button is only available with editing permission and only if the timesheet is not locked by the "Completed" status. A user with the lowest editing permission may only edit timesheets on which they themselves are listed as the employee; the highest permission allows editing even closed timesheets.
Procedure: Copying a Completed Timesheet
- For a timesheet in the "Completed" status, click the Copy icon in the list.
- The dialog displays a notice that a copy will be created and that the device, work and material items will be taken over from the old timesheet. The order number, company, purchase order and employees are not copied and must be filled in again.
- After saving, a new timesheet is created in the "Created" status with a new sequence number.
Deleting and Restoring a Timesheet
- A user with the highest permission clicks the trash can icon next to a timesheet row in the Timesheets module and confirms the prompt "Do you really want to delete this record?".
- The deleted timesheet disappears from the list and appears in the Deleted list, accessible via a button above the table (only with the highest permission), from where it can be restored.
In the same way – using the trash can icon and the confirmation prompt "Do you really want to delete this record?" – individual rows in the Devices/Equipment, Work or Material tables are also deleted in the Timesheets module; a bulk deletion of all table rows is confirmed by the message "Do you really want to delete these records?".
Advanced Features
In addition to standard item recording, the Timesheets module also offers work with a completed timesheet – printing to PDF and sending it to the customer by email – and exporting the list of timesheets of the given group to a spreadsheet file for further processing outside the application.
Printing and Sending a Timesheet
A completed timesheet can be printed to PDF from its detail in the Timesheets module, or sent by email directly to the customer – both buttons are in the top right of the detail card header and are available regardless of whether the timesheet has already been signed.
Export: PDF/Print Timesheet
Creates a print version of the timesheet with all recorded items, prices, incidental expenses and the customer's signature.
- In the Timesheets module, open the detail of a specific timesheet.
- Click the PDF/Print button in the detail card header.
- The PDF version of the timesheet opens in a new browser window/tab.
Output format: PDF
In the Timesheets module, exporting to PDF is always only available from the detail of one specific timesheet; the module does not offer bulk printing of multiple timesheets at once.
Export: Sending by Email
Sends the completed timesheet as a PDF attachment directly from the application, without the need to download the timesheet first.
- In the timesheet detail, click the By email button in the detail card header.
- In the "Send timesheet" dialog, fill in the email address (multiple addresses separated by a comma can be entered), or check the saved email addresses of the customer company from CRM (only if the timesheet has an assigned company with saved email addresses).
- Optionally edit the subject and text of the message – they are pre-filled according to the module settings.
- Click Send.
Output format: PDF as an email attachment
After sending, a confirmation is displayed: "The email has been sent to X address(s)." The sender always receives a hidden copy of the sent email, and the reply-to address is set to the sender's address. The sending is recorded as a note on the timesheet, including the list of addresses the email was sent to.
Exporting the List of Timesheets
The timesheets table in the Timesheets module offers, above the list, an export of the currently displayed rows to a spreadsheet file and printing of the entire list – independent of the export of an individual timesheet to PDF, which is done from the detail of a specific timesheet.
Export: Excel (List of Timesheets)
Exports the currently displayed (filtered) list of timesheets of the given group to a spreadsheet file.
- In the Timesheets module, select a group and, if needed, set filters (year, status, device serial number).
- Click the export button above the timesheets table.
- The file is downloaded to your computer.
Output format: XLSX
Bulk Operations
In the Timesheets module, you can bulk delete all rows of one of the item tables – the Delete all button is available on the "Apparatus/Equipment", "Work" and "Material" tabs in the timesheet detail, and before deletion a confirmation prompt "Do you really want to delete these records?" is displayed. The module does not offer bulk export or printing of multiple timesheets at once – exporting to PDF only works for one specific timesheet from its detail.
Automatic Features of the Timesheets Module
The Timesheets module has several features that happen without user intervention: automatic assignment of a number to a new timesheet, automatic recording of every item change in the timesheet's notes, and automation linked to the status of the connected HelpDesk ticket, described in the following sections.
Automatic Timesheet Numbering
When a new timesheet is created (including when a copy is created), the next available sequence number is automatically assigned according to the format set for the given group (prefix, year, suffix, number of digits, starting number). The module remembers the last number used for each year, so numbering is never duplicated.
Automatic Recording of Changes in Notes
Every change to a row in the Devices/Equipment, Work and Material tables – adding, editing any column, deleting an individual row, or bulk deletion – is automatically recorded in the Timesheets module as a note in the timesheet's history (who changed which field to what value, and when). Likewise, the saving of the signature and the sending of the timesheet by email, including the list of addresses, are also recorded automatically.
HelpDesk Linking Automation
If a timesheet has a linked HelpDesk ticket and a user saves it with the status "Ready for invoicing" or "Invoicing + additional report" – whether via editing the timesheet or via the button at the signature – the system automatically generates a PDF of the timesheet and attaches it as a note to the linked HelpDesk ticket. If the given HelpDesk project has a severity defined with the exact name "Ready for invoicing", the ticket's severity is also automatically switched to it. Conversely, when the linked ticket is automatically closed after a set time following resolution, all timesheets linked to it are automatically switched to the "Completed" status upon this closure, thereby locking them against normal editing.
Integration with Other Modules
The Timesheets module is closely linked with the CRM module (customer company and branch) and optionally with the HelpDesk module (linking a timesheet with a ticket); the generated documents and attachments are also saved in the central file records.
CRM - Contact Management
When creating or editing a timesheet, the customer company is selected from the list of companies kept in the CRM module, including the selection of a specific branch or address of the given company. In the timesheet detail, a link with the company name leads directly to its detail in the CRM module. When sending the timesheet by email, the email addresses saved for the given company in CRM are also offered for checking, so you do not have to type the address manually.
HelpDesk
If the company has the HelpDesk module enabled and the administrator enables linking with specific projects in the Timesheets module settings, a timesheet can be linked with a specific HelpDesk ticket – either right when it is created, or later using the "Connect with Ticket" button. The linked ticket is displayed in the timesheet detail as a link to its detail in HelpDesk. The link works automatically in both directions: closing the ticket locks and closes the linked timesheets (they switch to the "Completed" status), while handing over the timesheet for invoicing, conversely, attaches the timesheet's PDF as a note to the ticket and, where applicable, switches its severity.
Files
The group's logo/letterhead set in the Timesheets module, the customer's signature image, and the generated PDFs (whether from printing, sending by email, or the automatic handover to a HelpDesk ticket) are saved in the company's central file records, just as in the other modules of the application.
Troubleshooting
The following frequently asked questions and tips will help resolve the most common issues in everyday work with the Timesheets module – from missing access to a group, through locked timesheets, to distinguishing this module from the similarly named Work Reports module.
Frequently Asked Questions about the Timesheets Module
Question: After opening the Timesheets module, I do not see any group or timesheets table.
Answer: You have not been granted permission for any group (cost center). Contact the user who manages the Timesheets module's settings to have them grant you at least the "View own" level on the relevant group's tab.
Question: Why is the "Save & Ready for Invoicing" button inactive in the timesheet detail, showing the text "No ticket linked"?
Answer: The group has mandatory linking with HelpDesk enabled in the settings, but no ticket has yet been assigned to this timesheet. First click the "Connect with Ticket" button and select an open ticket.
Question: Why can't I edit or add any item in the timesheet?
Answer: The timesheet is in the "Completed" status and is locked against normal editing. Only a user with the highest permission in the given group can edit it; if you do not have that permission, contact the module administrator.
Question: Where can I find deleted timesheets in the Timesheets module?
Answer: Using the "Deleted" button above the timesheets table – it is only available to users with the highest permission in the given group. In the displayed list of deleted timesheets, a record can be restored.
Question: How does the Timesheets module differ from the Work Reports module?
Answer: Timesheets record service and installation orders at the customer's site – devices, work, material, signature and handover for invoicing. Work Reports is a separate module for a different agenda and is not related to Timesheets.
Question: Why doesn't the "HelpDesk Project - Ticket" field appear in my timesheet?
Answer: Either the company does not have the HelpDesk module enabled, or the administrator has not enabled linking with any HelpDesk project in the Timesheets module settings. The field is also only displayed when creating a new timesheet.
Tips for Working Effectively with Timesheets
- Tip: Set up templates for devices, work and material in advance in the group settings – it significantly speeds up filling in individual timesheets in the field.
- Tip: Set the default transport price per kilometer and the price per kilometer for technician travel in the group settings, so you don't have to enter them manually for every timesheet.
- Tip: Pre-fill the subject and text of the email for sending timesheets in the module settings, including the keyword for automatically adding the timesheet number.
- Tip: Device, work and material items are saved immediately after leaving the field – there is no need to save anything separately on the timesheet detail.
- Tip: Use the "Only mine" toggle above the table to quickly display only the timesheets on which you yourself are listed as the employee.