Timesheet

Documentation

This documentation is also found within the Timesheet app in the Help menu.

• Project
• Task
  • Milage
  • Task import
• Break
• Expense
• File
  • Text file
  • Photo
  • Map file
  • File import
• Voice commands
• Reports
  • Table
  • QuickBooks
• Settings
  • Backup
  • Tags
  • Hourly rates
  • Expense units
  • Automation
  • Calendar export
  • Internationalization
  • Input
  • Interface

Project

A project is used to accumulate tasks and files, optionally for a particular client. The client can be chosen from you existing contacts, using either the contacts personal or organization name. Use Settings to toggle organization name usage.

Each project have a base amount of income per hour, individual tasks can override this base amount. You can also select which hourly rates apply to task in a project.

Task

A task is a session of work in a project. Create a task for each working day or each particular task. In a task breaks are registered separately, so don’t end a task until the working session is over or the task is complete. In addition to breaks, a task can also contain expenses and files. Active tasks is displayed in the notification bar, use Interface settings to toggle notifications.

Mileage task

A mileage task is a combined task and expense. The task begins at the current location and time. The count in the expense is then automatically updated with the distance traveled until the task is ended. When a mileage task is ended, and Save track is checked, a map file with the route traveled is attached the task files. Use Internationalization settings to configure distance measure unit.

Task import

Import tasks from phone calls and calendar events (Android 4.0+). Task import is found in the History tab.

Break

Breaks should be added to tasks when work has temporarily stopped, for lunch, coffee breaks, etc. Breaks should not be used to end a work day, end the task instead. When a break is paid, it is ignored and do not reduce the income of a task.

Expense

Expenses should be added when an additional cost is incurred as a result of the task, such as traveling costs (Mileage task), hotel bills, restaurant checks, etc. Or register items to invoice client, like sold goods, postage & packaging, spare parts or other supplies used.

To simplify the registration of expenses, expense units can be configured with a predefined unit and price.

File

For every project and task files can be attached. Document your task with text and photos, create a map with the locations of work sites or clients, or import files from other applications.

Text file

Create and edit simple text files to document a project or task.

Photo

Attach a photo to any project or task using the built-in camera.

Map file

Create and edit Google Earth (KML/KMZ) map files. Add “placemarks” at locations of interest, and view tracks created by Mileage tasks.

File import

Import files created by other applications to any project or task.

Report

Two types of reports, Table and QuickBooks, can be generated for individual clients or a particular project. Use the Selection options to choose a Timespan and filter by tags.

Table

Use this type to create reports as a spreadsheet. Supported output file formats are CSV, HTML, PDF, XLS and XML.

Aggregate

Use aggregates to create summary reports. When an Aggregate is selected, all rows of that aggregate type will be merged and summed into a single row. This means that detailed information in a column like Description may become empty.

Columns

The columns to include in the spreadsheet:

• Start — The start date and/or time. See Start & End.
• End — The end date and/or time. See Start & End.
• Duration — Always contains the duration time regardless of row type.
• Me — Your name. See Me.
• Client — The project client.
• Project — The project title.
• Tags — The task tags.
• Type — The row type, what the row describes.
• Description: Task summary — The column Description should include the Summary for tasks.
• Description: Break reason — The column Description should include the Reason for breaks.
• Description: Expense note — The column Description should include the Note for expenses.
• Unit: Hourly rate name — The column Unit should include the Name for hourly rates.
• Unit: Expense unit — The column Unit should include the unit Name for expenses.
• Quantity — The duration hours in decimal form or expense quantity.
• Price — The income per hour or expense price.
• Amount — Quantity multiplied by Price.

Start & End

An option to only show date or time in the Start and End columns.

Me

Your name to show in the Me column.

Rows

The rows to include in the spreadsheet:

• Breaks: Paid
• Breaks: Unpaid
• Tasks
• Hourly rates
• Expenses
• Subtotal — The total before Tax.
• Tax
• Total — The grand total after Tax.

Tax

Options to include sales or subtract income tax percentage.

Letter

When saving reports in HTML or PDF format the Heading, Message, Recipient and Sender addresses will be included in the output. The addresses in Recipient and Sender can be choose from your contacts. Use the Paper and envelope in Internationalization settings to choose the layout for PDF-reports.

QuickBooks

Use this type to create time sheets that can be directly imported into the accounting software Intuit QuickBooks. Consult with your QuickBooks administrator for information like the client & title of projects, the name of hourly rates, Employee, Service Item and Payroll Item, it has to be the same as registered in QuickBooks. Supported file format is IIF.

Presets

Save frequently used report options.

Voice commands

With voice commands you can begin/end tasks and breaks with the phone still in your pocket, if you’re using a headset. See Interface settings. Before you begin, configure the Voice Speech and Text-to-speech options in your phones Language & input settings. Currently only English and Swedish commands can be interpreted.

Begin a new task

Keyword is begin or start. Client name and summary are optional. Examples:

• “Start <name of project>”
• “Begin <name of project> for <name of client>”
• “Started work on <name of project> with <summary>”
• “Began task in <name of project> for <name of client> with <summary>”

End an ongoing task

Keyword is end or stop. Client name and summary are optional. Examples:

• “Stopping <name of project> for client <name of client>”
• “Ended project <name of project>”
• “End <name of project> with <summary>”
• “Stop working on <name of project> for <name of client> with summary <summary>”

Begin a break in an ongoing task

Keyword is break, hold or pause. Client name and reason are optional. Examples:

• “Pause <name of project> for <name of client> with <reason>”
• “Begin break <name of project>”

End an ongoing break

Keyword is continue or resume. Client name and reason are optional. Examples:

• “Resume task in <name of project> for <name of client>”
• “Continue with <name of project>”
• “Stop break <name of project> with <reason>”

Append summary to ongoing task

Keyword is describe, note or summary. Client name are optional. Examples:

• “Summary <name of project> for <name of client> with <summary>”
• “Note <name of project> with <summary>”
• “Describe <name of project> with note <summary>”

Add tag to ongoing task

Keyword is label, mark or tag. Client name are optional. Examples:

• “Tag <name of project> for <name of client> as <name of tag>”
• “Label <name of project> with tag <name of tag>”

Settings

• Backup
• Tags
• Hourly rates
• Expense units
• Automation
• Calendar export
• Internationalization
• Input
• Interface

Backup

A backup contains all project and task data, including files. Backups can be sent to the SD-card, as an E-mail attachment, to an FTP server, Google Drive™ (if installed), Dropbox (if installed), or any other application that can receiver it.

Tags

Tasks can be classified with tags. Filter the report result, task list and history by tags. There is also a type of hourly rate that applies to tasks with a specific tag.

Hourly rates

An hourly rate is used to charge extra income per hour for tasks in four ways:

• at which time of day a task is performed
• the amount of time spent working on related tasks
• when a task is performed within a fixed date range
• when a task has a specific tag

The extra income of an hourly rate can be a percentage of the project/task income per hour, a fixed amount, or both.

Hourly rates can be imported and exported in CSV, XLS and XML format.

Time of day

Applies to tasks between from and to time of day, for the chosen weekdays. Use this type for off-hours or weekends.

Amount of time

Applies when a minimum, to an optional maximum, amount of time has been spent working on tasks within the group during the period. Use this type for overtime or if you have higher rate during the first hour of work for a client.

Date range

Applies to tasks performed between from and to dates. Use this type for holidays.

Tagged

Applies to tasks that have the selected tag. Use this type for holidays or standby & priority rates.

Expense units

Expense units serves as templates for expense registration. Store the price of frequently used expenses like gasoline, postage & packaging, or stock items, spare parts, supplies, etc.

Expense units can be exported and imported in CSV, XLS and XML format.

Automation

Automate the starting and ending of tasks.

Wi-Fi network

Automatically begin a task in the project when you are in range of the chosen network. Later when you leave the range of the network, any active task in the project is ended. You do not have to be connecten, logged-in to the network.

GPS position

Automatically begin a task in the project when you are within the radius of the position. Later when you leave the location, any active task in the project is ended. GPS has limited precision, don’t set a to short radius.

QR code

QR codes is a kind of barcode that can be scanned with apps like Google Goggles.

Each QR code that Timesheet create contains a unique identifier (UUID), the title and client of the selected project. This ensures that you always begin/end tasks in the correct project, even if you didn’t create the code. When you have chosen a project and created a UUID, tap the QR code link to show a HTML page that you can e-mail, print on paper and scan.

NFC tag

Near Field Communication (NFC) is used to read electronic tags, at close range.

Each NFC tag that Timesheet create contains a unique identifier (UUID), the title and client of the selected project. This ensures that you always begin/end tasks in the correct project, even if you didn’t create the tag. When you have chosen a project and created a UUID, place the phone on a NFC tag to write the information to it. To read the tag, the phone only has to be turned on and unlocked, no app has to be started.

Calendar export

Automatically export ended tasks as events into the selected calendar.

Internationalization

Configure everything related to your specific locale:

• First day of week for weekly timespans and reports.
• Currency and Currency symbol used when displaying prices and amounts.
• Mileage distance unit used for the distance count in the expense of a mileage task.
• Paper and envelope used for printed reports in PDF format.

Input

• Time rounding used when beginning/ending a task, break and adding an expense.
• Round to minutes
• Use organization when choosing a client from your contacts, instead of it’s “display name”.

Interface

• Confirm deletions of projects, tasks, etc.
• View generated files like reports and exports when completed.
• Display task/break editor — Display the editor for task or break when beginning (punch in) or ending (punch out). This applies to project menu options and automations.
• Time & date entry style — Style of time, date and duration entry.
• Duration format
• Show recent activity — The number of projects to list as recent activity.
• Notifications — Show notifications for ongoing tasks.
• Voice commands
  • Use headset button to start listening for voice commands.
  • Enable Show interpretation to see the speech recognition results.