Crew time and site costs

A crew or subcontractor record carries role, bill rate, cost rate and weekly capacity hours. Time entries identify the worker, client or owner, project, work date, hours and whether the time is billable. Site expenses identify the worker and project as well as date, category, amount, billable choice and a receipt link. Together these records give the project manager a practical view of effort and cost alongside the delivered work packages.

Workers can draft and submit time and expenses. Submitted records appear in separate review lists so the responsible team can check the project reference, amount or hours and supporting detail. Project Manager checks submitted time and expenses with the worker, then records the agreed status on each entry. The review lists keep those conversations anchored to the original project and worker.

• Worker profile. Rates and capacity belong to the crew or subcontractor record.
• Time against the job. Hours, work date and billable choice stay linked to the worker and project.
• Expense evidence. The category, amount and receipt link travel with a site cost.

Agree when workers submit time and which project should receive shared work. If a worker serves several owner accounts, confirm the client or owner reference on each time entry. Decide how the team distinguishes billable from nonbillable activity and how to explain a correction to a previously submitted record. Use the rates on the crew record consistently when discussing work cost and project margin.

Set a simple expense policy for the pilot: who checks a receipt, which categories are used and when the worker should submit an expense. Review the first set of entries with Project Manager before relying on totals. A receipt link is useful only when the reviewing person can open it and match it to the expense amount.

An engineer works on two active sites during the same week. The engineer logs hours to each project separately, using the correct work dates and billable choices. Project Manager opens the time review list and checks the hours and project references. A lodging cost for one site is entered as a site expense with its receipt link. The expense is submitted and appears in the expense review list. The manager can tell which project bears the cost without asking the worker to reconstruct the week.

The project’s logged hours and expense total give Commercial Lead context when reading margin. Crew utilization is read from billable and total hours on the worker profile. Commercial Lead can open the time and expense entries when a capacity or cost question needs more detail.

• Subcontractor Time Awaiting Approval — Submitted worker hours for project review.
• Site Expenses Awaiting Approval — Submitted site costs with amount and receipt link.
• My project assignments — Projects assigned to the current project manager.

Time and expense review explains the review handoff. Project delivery to collection places these costs in the project cycle.