Timesheets record the time your team spends on projects. In SolaCount you can log time on a project, submit it for approval, approve or reject it, collect customer sign-off when a project requires it, and see which time is ready to bill. Time entries are shared with SolaProjects: an entry logged in either app appears in both.
Where to find it
| Screen | How to open it | URL |
|---|---|---|
| Project time tab | Projects rail → choose a project → Selected project → Time | /project-finance/{id}?tab=time |
| Project time ledger | Project workspace → Accounting & profitability area, or the project's time link | /project-finance/{id}/time |
| Time approvals queue | Accounting & profitability → Time approval, or Approval queue on the Project time page | /project-finance/{id}/time/approval |
| Customer approvals queue | Customer approval on the Project time page | /project-finance/{id}/time/customer-approval |
| My time | Direct link | /my-time |
Timesheets need the Projects and Timesheets plan features; approval queues also need Time approval.
Time entry statuses
Each entry has an approval status and a billing status.
| Approval status | Meaning | What you can do |
|---|---|---|
| Draft | Logged, not yet submitted. | Edit, delete, Submit. |
| Submitted | Waiting for a manager or project administrator. | Approver: Approve or Reject. |
| Approved | Accepted internally. Its labor cost counts in project cost. | Billing continues (see below). |
| Rejected | Sent back with a reason. | The member corrects it and resubmits. |
| Billing status | Meaning |
|---|---|
| Non billable | The entry is not billable. |
| Unbilled | Billable, but not yet approved, has no hourly rate, or was rejected by the customer. |
| Pending customer approval | Approved internally; the project requires customer sign-off and it has not been given yet. |
| Ready to bill | Approved (and customer-approved when required) with a positive hourly rate. |
| Billed | Included on an invoice. |
Log time
- Open the project and click the Time tab.
- Click Log time (shown when you can create time entries on this project).
- Fill in the form:
| Field | Required | Notes |
|---|---|---|
| Date | Yes | The day the work was done. |
| Task | No | A task on this project, or Project-level time. |
| Minutes | Yes | Duration in minutes (90 = 1 h 30 min). |
| Description | Recommended | What was done. Customers see this when they approve time. |
| Billable using the project rate policy | — | Tick for billable time. The rate comes from the project or the member's project rate. |
- Click Save time. The entry is saved as Draft.
- When ready, click Submit for approval on the entry.
Approve or reject time
Approvers need the Approve or reject submitted time entries permission and must be a manager or project administrator on the project.
- Open the project's Time approvals page ("Approve or reject submitted entries without leaving the project workspace.").
- Filter by member, task or date if needed and click Apply filters.
- For each entry in Pending approvals:
- Click Approve, or
- Type a reason in Reject reason and click Reject. The reason is required and is shown to the member.
What happens:
- Approve: the entry becomes Approved. Its labor cost is added to the project's cost. If the project does not require customer approval and the entry is billable with a rate, it becomes Ready to bill. If the project requires customer approval, it becomes Pending customer approval and a secure customer link is created.
- Reject: the entry returns to the member as Rejected.
Customer approval of time
Some projects require the customer to sign off billable time before it can be billed. This is switched on per project in SolaProjects (project settings, Customer approval).
- Approve the time internally (above).
- Open Customer approvals ("Track customer sign-off before approved billable time becomes bill-ready.").
- Each row shows Date, Member, Task, Duration, Customer approval, Billing and Decision notes.
- Click Open customer page on a pending row, copy the address from your browser, and send it to your customer contact.
The customer reviews the entry and clicks Approve for billing or Reject and send back. See Customer time approvals for what the customer sees. The link is valid for 14 days. SolaCount does not email it automatically.
After the decision:
| Customer decision | Result |
|---|---|
| Approved | Billing status Ready to bill (if the entry has a rate). |
| Rejected | Billing status Unbilled; the customer's reason appears in Decision notes. The team corrects the work and requests approval again. |
Customer approval changes billing readiness only. Approved labor cost stays in project cost either way.
Project time ledger and My time
The Project time page ("Review logged work, billing readiness, and approvals from the finance side.") lists every entry on the project. Filters: member, task, approval state (All approvals), billing state (All billing states) and dates. The summary strip shows Logged, Billable, Pending approvals, Awaiting customer (when any) and Ready to bill. Ready to bill amounts are visible only with the View billable amounts and ready-to-bill summaries permission; otherwise they show as Hidden. Open in SolaProjects opens the same project in SolaProjects.
My time ("Review your own entries across projects, including current approval and billing state.") shows only your own entries, filterable by project, dates and approval status.
Worked example
Al Noor Trading LLC bills the project "Marina Tower Fit-out" hourly at 250.00 AED, and the project requires customer approval.
- Sara logs 240 minutes on 3 March 2026, task "Site survey", billable, and submits it.
- The project manager approves it. Labor cost (Sara's cost rate 90.00 AED/h) of 360.00 AED is now in project cost. Billing status: Pending customer approval.
- The customer opens the link and clicks Approve for billing. Billing status: Ready to bill, value 4 h × 250.00 = 1,000.00 AED.
- The accountant invoices the work for the project (1,000.00 AED + 5% VAT 50.00 AED). When the time is included on an invoice, its billing status becomes Billed.
| Account | Debit (AED) | Credit (AED) |
|---|---|---|
| Accounts Receivable – Gulf Interiors LLC | 1,050.00 | |
| Service income | 1,000.00 | |
| VAT Output Tax | 50.00 |
Approving time does not post a journal entry. Revenue is recorded when the invoice is posted.
Rules, limits and permissions
| Permission | Allows |
|---|---|
View time entries for accessible projects (timesheets.view) |
Open time pages and My time. |
Create, edit, delete, and submit own time entries (timesheets.create) |
Log and submit your own time. |
View time entries across accessible project teams (timesheets.manage_all) |
See other members' entries. |
Approve or reject submitted time entries (timesheets.approve) |
Use the approval queue. |
View billable amounts and ready-to-bill summaries (timesheets.billing.view) |
See billable values. |
- Only Approved entries can go to the customer; only entries Pending customer approval can be decided by the customer.
- Archived projects are read-only.
Tips and common problems
- "No approval action available." You are not an approver on this project.
- Time is approved but not Ready to bill. It has no hourly rate, it is non-billable, or it is waiting for customer approval.
- The customer says the link expired. Links last 14 days. Open Customer approvals again and send the current link.