Timesheet Entry Module
The Timesheet Entry Module in XoroERP is designed to help service and project-based teams log time-based entries efficiently against customers, users, and service items. This feature enables accurate time tracking, streamlined billing, and simplified reporting by allowing users to record, manage, and invoice service durations directly from the module.
What is the Timesheet Entry Module?
The Timesheet Entry Module allows users to create, view, and manage time entries for services rendered, with respect to both the customer and the user. Each entry can include the service item, time duration, and an optional billable status flag to determine whether the entry should be invoiced.
Users can view and manage these entries through a pivot or table view, toggle between weekly and monthly timelines, and quickly switch between dates using a calendar or arrow icons. Once added, entries can be used for generating invoices directly from within the module—ensuring both operational efficiency and billing accuracy.
Fields and Options
Main Fields
User:
If logged in as Xadmin, the top-listed user is auto-selected.
If logged in as a standard user, the logged-in user is selected by default.
Date Selection: Users can select a date using the calendar icon. Based on the selection in the dropdown (week or month), the module displays the corresponding timesheet. Use the arrow icons to shift between weeks or months.
Service Item: Users can choose a service item from the dropdown list. A ‘+’ icon allows users to add a new service item directly.
Project / Class: Users can assign a Project or Class to each entry via a dropdown.
Billable Toggle: Users can mark an entry as Billable, enabling it to be added to or used for invoice generation.
Adding Entries
Click the Add Entry button to open the data entry pop-up window.
Fill in relevant details including:
Service item
Time duration
Notes (if any)
Billable status
Click Add to save the entry.
Once saved, the entry appears in the Pivot Table View. Users can also add entries directly by typing time, selecting item number, adding notes, and hitting Enter.
Managing Entries
Use the Delete key to remove an entry.
After each entry, an empty row is added to enable quick inline additions.
In Table View, users can edit or delete entries using action buttons next to each line.
Header Options – Invoice Generation
The Timesheet Entry module includes two options for generating invoices:
Generate Invoice
Creates a new invoice per customer for all Billable and Unbilled entries.
Add Selected Lines to Existing Invoice
Allows users to add selected entries to an existing invoice via a confirmation modal.
Note: The customer on the selected invoice must match the customer in the entry.
View Options
Users can switch between Pivot View and Table View using the view toggle in the header.
Pivot View: Suitable for summarizing time entries across users/items.
Table View: Enables row-wise editing and deleting of individual entries.
Use Cases
Service Teams can track billable hours spent on client work, assign them to specific service items, and generate accurate client invoices.
Project Managers can log hours by user and project/class to track resource utilization and budgeting.
Finance Teams can generate invoices from time entries without needing manual timesheet consolidation or third-party systems.
Consultants and Support Staff can maintain time logs for each customer engagement and ensure all billable efforts are accounted for.
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