Timesheet Integration

Table

Key points

• • Install **Timesheet** module (hr_timesheet)

• • Install **Sales Timesheet** module (sale_timesheet)

• • Set up employees with hourly cost in HR

• • Configure analytic accounts for projects

• • Set up access rights for Timesheet User

Steps

• 1. Go to **Sales → Products → Products**

• 2. Create new product with **Product Type = Service**

• 3. In **General Information** tab, select **Track Service = Timesheets on tasks**

• 4. Set **Invoicing Policy = Based on Timesheets**

• 5. Enter **Sales Price** (hourly rate)

• 6. In **Sales** tab, set **Service Tracking = Create a task in an existing project**

• 7. Select default **Project** for task creation

• 8. Save product

Steps

• 1. Go to **Sales → Orders → Quotations**

• 2. Create new quotation, select customer

• 3. Add service product to order lines

• 4. Enter **Quantity** (estimated hours)

• 5. Confirm quotation to sales order

• 6. System automatically creates **Task** in project

• 7. Task is linked to sales order line

Steps

• 1. Employee goes to **Timesheets → My Timesheets**

• 2. Click **Create** to add timesheet entry

• 3. Select **Project** and **Task** (from sales order)

• 4. Enter **Date** and **Hours Spent**

• 5. Add **Description** of work done

• 6. Save timesheet entry

• 7. Timesheet automatically links to sales order line

Key points

• • Go to **Sales → Orders → Orders**

• • Open sales order with service product

• • View **Timesheets** tab to track recorded hours

• • Compare **Ordered Quantity** vs **Delivered Quantity**

• • Delivered Quantity = total hours in timesheets

• • Track **Remaining Hours** = Ordered - Delivered

• • Alert when exceeding sold hours

Steps

• 1. Open sales order with timesheet entries

• 2. Click **Create Invoice**

• 3. Choose **Invoice what is ordered** or **Invoice what is delivered**

• 4. If "delivered", invoice only includes hours recorded in timesheets

• 5. Confirm invoice

• 6. Invoice lines show actual hours and unit price

• 7. Send invoice to customer

Key points

• • Go to **Sales → Reporting → Sales Analysis**

• • Filter by service products

• • View **Margin** = (Sales Price - Cost) × Hours

• • Cost = Employee Hourly Cost × Hours

• • Analyze **Profitability** by project, customer, salesperson

• • Compare **Estimated Hours** vs **Actual Hours**

• • Identify high/low profitability projects

Steps

• 1. Go to **Timesheets → Timesheets to Validate**

• 2. Manager reviews pending timesheet entries

• 3. Check validity of timesheet entries

• 4. Click **Validate** to approve

• 5. Only validated timesheets are included in invoices

• 6. Reject invalid timesheets with reason

Table

Key points

• • Sales order automatically creates task in project

• • Task shows **Allocated Hours** from sales order

• • Employees record timesheets directly on task

• • Project manager tracks **Progress** = Hours Spent / Allocated Hours

• • Alert when task exceeds allocated hours

• • Automatically updates **Delivered Quantity** in sales order

Key points

• • Set accurate **hourly cost** for each employee

• • Require employees to record timesheets **daily** to avoid forgetting

• • Use **timesheet validation** for quality control

• • Monitor **remaining hours** for early budget warnings

• • Analyze **profitability** regularly to optimize pricing

• • Use **analytic accounts** for accurate cost allocation

• • Configure **email reminders** for timesheet recording

• • Set **minimum/maximum hours** for timesheet entries

Table

Key points

• • **How to charge based on actual hours?** Set product with Invoicing Policy = Based on Timesheets, employees record timesheets, invoice automatically calculates actual hours.

• • **Can I limit maximum hours?** Yes, in sales order line enter Quantity = max hours, system alerts when timesheets exceed.

• • **Do timesheets need approval?** Depends on configuration, you can enable Timesheet Validation for manager approval before invoicing.

• • **How to track project profitability?** Go to Sales Analysis or Project Profitability, view Margin = (Sales Price - Employee Cost) × Hours.

• • **Can I record timesheets for multiple tasks at once?** Yes, employees can create multiple timesheet entries for different tasks on the same day.

• • **How to distinguish billable and non-billable hours?** Timesheets on tasks from sales orders are billable, timesheets on internal tasks are non-billable.

• • **Can I edit timesheets after validation?** No, after validation you need to un-validate first before editing (if you have permission).

• • **How to remind employees to record timesheets?** Configure Automated Action to send daily email reminders to employees without timesheets.

• • **Does timesheet integrate with payroll?** Yes, if Payroll module is installed, timesheets are used to calculate hourly wages.

• • **Can I import timesheets from Excel?** Yes, use Import feature in Timesheets list view, map fields correctly.