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- Project Management PSA
- Features
- Timesheets
Timesheets
Capture time and expenses with the project context needed for independent review and billing. Approve each project’s portion before approving a mixed-project timesheet. Keep accepted entries immutable and require any configured client approval before time becomes invoice-eligible.
OverviewPending Timesheet Approvals×
Project Management PSA · Timesheets
New
Pending Timesheet Approvals
Timesheets
| Timesheet number | Consultant | Period start | Total hours | Billable hours | Submitted at | |
|---|---|---|---|---|---|---|
| TMS-62540 | Amira Saleh | 25 Oct | 40.00 | 32.00 | 24 Oct | |
| TMS-15138 | Devon Price | 29 Oct | 40.00 | 32.00 | 04 Nov | |
| TMS-22692 | Amira Saleh | 25 Oct | 40.00 | 32.00 | 31 Oct | |
| TMS-76314 | Lucia Ferraro | 28 Oct | 40.00 | 32.00 | 04 Nov | |
| TMS-86276 | Amira Saleh | 02 Nov | 40.00 | 32.00 | 11 Nov |
6 of 6 records
Amira SalehTimesheets · TMS-62540
Period start25 Oct
Total hours40.00
Billable hours32.00
Submitted at24 Oct
What you can do
Execution — time and expenses
Consultants log daily time against project tasks on a weekly Timesheet. Subcontractors post time entries under their active subcontractor PO. Consultants submit expense reports with expense items and receipts; policy flags (over limit, missing receipt) fire at submission. Timesheets and expense reports move Draft → Submitted.
Approvals
PM independently approves time entries within their project scope; the Timesheets header becomes Approved only after every project portion is accepted. Expense reports retain their own independent project review. Practice Lead handles escalations and cross-project exceptions. For T&M projects with client-approved time, approved hours auto-create a client approval request against the client portal; on client approval, time entries become invoice-eligible. Approved expense reports pay out through payroll/AP integration.
Subcontractor engagement
Subcontractors log time entries under their PO; those entries auto-accumulate against not to exceed hours and not to exceed amount with early-warning alerts. Subcontractor submits subcontractor invoices, which are matched against the PO and approved hours. On Matched → Approved, the invoice enters the AP payment queue via the GL integration.
Review time across project boundaries
A weekly Timesheet can include time entries for different projects. Each entry retains its Project and the applicable independent approval result. A project manager approves only their portion. The header becomes Approved after every required portion is accepted; the first project manager to review the sheet cannot approve the remaining projects’ hours by changing the header.
An entry linked to a task must belong to the same project as that task and sit within authorized assignment or purchase-order scope. Reject unrelated task references before submission. Preserve approved hours and the effective bill rate so later billing can be traced to the work that was accepted.
Where the contract requires client-approved time, internal approval prepares the client approvals request. Only the addressed client contact can give that decision. A pending or rejected client response keeps the relevant source out of invoice eligibility. Corrections to accepted time use reviewed adjustments with the original source linkage; editing the accepted row would change the evidence supporting an existing invoice.
What your team sees
- Pending Timesheet Approvals — Review submitted time within the assigned project scope before it becomes eligible for billing.
What it keeps track of
Data model- Timesheets
- Weekly timesheet header per consultant.
- Time entries
- Per-day, per-task time entries.
- Expense reports
- Consultant expense report header, scoped to a project.
- Expense items
- Individual expense lines with receipts and categorization.
- Client approvals
- Client-portal approvals on timesheets, expenses, milestones, change orders, and status reports.
Who uses it
Permissions- Consultant
- Submits owned work.
- Project Manager
- Reviews their own projects.
- Practice Lead
- Handles documented independent escalations.
Set up Project Management PSA your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.