Entering timesheets

Timesheets allow your employees to enter their hours worked into the system so you can pay them.

Compared to traditional methods, using SortScape timesheets can reduce the time it takes for employees to submit their hours and improve the accuracy of your timesheet reporting.

Job hours vs timesheet hours

SortScape tracks two kinds of hours. They serve different purposes and do not replace each other.

	Job hours	Timesheet hours
Where you enter them	On the job / schedule (Add hours or job timer)	Timesheets
What they are for	Billing customers and reviewing job profitability	Payroll (paying your team)
Do they appear on the schedule?	Yes	No
How to export them	Detail of hours on jobs under Reports	Export on the All tab of Timesheets

Hours entered on Timesheets never appear on jobs or the schedule. If someone types time on the timesheet and puts a property address in the note, that time is still only a timesheet entry. It will not show on the job and will not be available for invoicing.

Recommended workflow

1. Use the job timer (or Add hours on the job) for time spent on each job. That keeps billing and profitability accurate.
2. Have employees enter timesheet hours for the day based on when they started and finished work (including travel and non-job time), for payroll.

If you only pay staff for time on site, you can turn on Auto-add job hours to timesheets under Settings → Timesheets → Timesheet settings. That copies job hours onto timesheets going forward. Leave it off unless that is how you pay. See Timesheets administration.

Clocking on and off for the day

Timesheets do not have a clock on or clock off button. Each timesheet entry needs a start time and a finish time, which the employee (or an admin) types in. The job timer only times work on a job, so it does not record the start of the day, travel, breaks or yard time.

To save typing, when an employee clicks Add hours for a day, the start time is filled in from the finish time of their last entry that day, and the finish time defaults to the current time (rounded down to your hour increment). If you only pay staff for time on site, Auto-add job hours to timesheets (above) is the closest thing to automatic timesheets.

Payslips and payroll

SortScape does not create or store payslips. Timesheets record the hours your team worked so you can pay them in your payroll system (for example Xero Payroll or another payroll product).

To review hours in SortScape, open Timesheets in the menu. Admins can export submitted hours from the All tab as CSV for payroll. See Can you change the timesheet/hours calculation to a decimal? for the export steps.

If you delete a timesheet row, it is gone. See Deleted timesheet hours for how to add the hours again.

If you can’t find a payslip, check your payroll system or ask your administrator. Payslips are not available inside SortScape.

If the timesheets feature is enabled, employees can enter their hours worked into the system. To enter timesheet hours into the system:

1. Log into SortScape and go to the “Timesheets” link in the menu.
2. From the “my hours” tab click on the “add hours” button for the day
3. Enter your hours for the relevant day

You must enter your hours before the submission deadline for that week. After the deadline, the Add hours button is no longer available on My hours. Ask your administrator if you need to enter hours for a past week.

Admins can also add missing hours for an employee from the All tab on the Timesheets screen. See Timesheets administration for the admin steps.

Approvers review submitted hours on the To Approve tab, including Approve all. See Approving timesheets for the steps.

Once a row is approved, you cannot edit or delete it. You can still add more hours for that week until the submission deadline. See What happens after hours are approved.

Timesheet icons

You may see a red exclamation mark next to a daily total when overlapping hours are detected. See What do the timesheet icons mean? for a full explanation.