Jobber’s Timesheets function is an incredibly useful Add-on option. It allows your Team Members (those with log-in access) to input hours and expenses so that you can keep track of your labour and expense costs.
Hours and Expenses can also be attached to a particular Job so you, as the Administrator, know exactly how long your crew spent at a job-site and what supplies they had to purchase to complete their work. You can configure your Team Members’ ability to attach hours and expenses to Jobs from the “Account Settings” section.
The system allows non-Admin Team Members to submit hours and expenses for approval by an Administrator. You can manage which members of your team have approval privileges and which don’t. That way you can have a crew supervisor approve the hours for his or her crew. An Administrator can also edit hours and expenses after they’ve been submitted if there are discrepancies or mistakes.
Entering Hours
You can enter hours on a day-to-day basis which allows you to move between “General,” “Restocking” and “Transportation” hours as well as enter notes if necessary.
If you click “Add Entry” you can simultaneously add your “General” hours and your “Transportation” hours.
Note – these hour types are just the defaults, you can add / edit and remove in the “Account Settings” section.
You can also enter Hours on a weekly basis:
In the weekly view you can specify all of the same options and notes as you can when entering daily by clicking the “Add Row” button. Timesheets allows Team Members to enter hours and assign labels to blocks of hours. For instance if a crew spends an 8 hour day assigned to a Job that is an hour from the office they can assign 2 hours to “Transportation” and the other 6 a “General” label.
Remember to click “Add Entries” to add each different row. The “Update Timesheet” button saves your entries until they are submitted for approval. You can add hours later or edit existing ones as well.
Hours are not finalized until they’re “Submitted.”
Editing another user’s Timesheet
Administrators also have the ability to “Edit timesheet for another user.”
Once you choose to edit someone else’s timesheet you will be prompted to select a particular Team Member from a drop down menu. Don’t forget to hit “Change” once you’ve selected the right person (Jobber needs to know you’re sure you want to switch).
Submitting Hours
At the end of a pay period Team Members can submit their hours for approval. Jobber allows Team Members to review their hours and select a specific range of hours for submission.
Team Members can review their Hours before they submit them to ensure that they are accurate . Jobber provides an easy to read list of hours.
Team Members can select specific hours and expenses for submission simply by ticking the box. By clicking “all” or “none” users can select all or none of the hours or expenses listed. Once confirmed, simply “Submit for Approval.” Notice that all unsubmitted expenses are bundled into your Timesheets submission. These can be removed and submitted separately from the expenses tab.
Approving Hours
Once a Team Member has submitted their hours (or expenses), the system locks them. They can only be edited at this point by someone with approval permissions.
You can configure notification settings in the “Account Settings” section.
You can select which Team Members to notify when other Team Members submit for approval. Note that only those Team Members with the proper Permissions settings will appear on this list.
When it comes time to approve your Team Members’ hours you can do so under the “Manage” tab. Jobber will keep a running tab of unpaid hours for any length of period you want and once you’ve marked the hours and expenses as paid the system will rollover into a new pay period. This doesn’t mean you lose a record of approved Timesheets, Jobber keeps a record of all hours and expenses you’ve ever approved.
Jobber gives you the option of selecting individual “Time Entries,” all of the entries or none of them. The same is true of approving your expenses. You can select different Team Members and you can also switch between hours that are “Not Yet Approved” and hours that have been “Approved but not Paid.”
Marking Hours as Paid
Once you’ve selected all of the appropriate hours (or expenses) all you need to do is click “Mark Selected Entries Approved.”
When you have hours (or expenses) that are “Approved but not yet Paid” you follow the same process of selecting Team Members and entries and click “Mark Selected Entries Paid.”
Expenses
The Expenses feature works in much the same way that Hours does, but the options are designed with expenses in mind.
The main Expenses page allows you to view different sets of expenses such as “Unsubmitted,” “Pending Approval,” “Pending Payment” and “Paid.” From this page you can also enter a “New Expense.”
The window above will pop up once you click the “New Expense” button. From here you can enter all of the details of the expense and even attach an electronic copy of the receipt.
Once you have an expense entered it will appear when you choose to view “Unsubmitted” expenses.
When the expense is submitted for approval (by clicking the button at the top right of the screen) you will be asked to select “any/all unsubmitted Timesheets” including any hours and any expenses. Jobber keeps track of all of these so that you don’t have to. The expense can now be found (and edited) from the “Pending Approval” view. At this point it can be marked as approved and then from there it can be marked as paid out simply by selecting the expense from your list and following an identical process.
Reports
Jobber’s Timesheets “Report” page provides you with a fully interactive representation of your hours and expenses.
From this page you can choose to view reports for any/all Team Members, you can specify a date and even a custom range of dates. Jobber can show you a chart (as seen above) or a detailed view that breaks down each individual entry.
As you can see, the “Detail” option also allow you to only view “paid hours” just by ticking the appropriate box.
Jobber’s Timesheets function is an intricate and incredibly useful tool for any business. Managing a team’s hours and expenses can be a cumbersome task, but with Jobber it becomes far more easily managed.