A
Adjustment – A correction made to time that has already been approved. Needstime.adjust. See adjustments.
Admin – A role with full workspace control except deleting the workspace. See
roles.
App – A switchable area of the product, such as Invoices or Time Clock. Fifteen
of them. Switching one off hides it without deleting anything. See
apps.
Approval – A reviewer accepting submitted work. Approved time is locked and
becomes the basis for invoices. A Pro feature. See
approvals.
Archive – Putting something away as finished. Archived records stay in reports.
See archive, trash and delete.
Assignee – The person responsible for a task. See assignees.
B
Billable – An hour or expense that can be charged to a client. See billable vs non-billable. Billable rate – What you charge a client for one hour. See billable rates. Billed – Already placed on an invoice. Not the same as billable. Block – A planned piece of work placed on the calendar before it happens. Has one organiser and a participant roster. See planner. Budget – A ceiling on a project, in hours or money, one-time or monthly. See how budgets work. Burn – How much of a budget has been used.C
Capability – One named permission, such astime.approve. There are 66. See
roles and capabilities.
Client – (1) A company you bill. (2) A role held by an external client contact
who uses the portal. Context tells them apart.
Client portal – A read-only window where a client sees their own projects and
invoices. See portal.
Clock in / clock out – Recording presence at work, without picking a task. See
Time Clock.
Contractor – The narrowest staff role. Tracks time and works tasks, but cannot
see clients or build reports.
Cost rate – What an hour costs your business. See
cost rates.
Custom role – A role you build yourself from the capability list. See
custom roles.
D
Dependency – A link saying one task cannot start until another finishes. See task dependencies. Digest – A periodic summary email instead of individual notifications. Opt-in. See digests. Draft – The starting state of a timesheet, invoice or expense, before it is sent anywhere.E
Effective rate – Revenue divided by hours. Shows what you really earned per hour, including non-billable time. Estimate – A prediction of how long a task should take. On the task, not the project. See budget vs estimate. Expense – A cost that is not an hour. Can be billable. See expenses.F
Finance – A role that owns invoices, payments, expenses and exports, but not delivery. Free – The permanent free plan. Up to 3 people. Record work, but do not approve, invoice or export it. See Free vs Pro.G
Group – A standing team of people, used for reporting and supervision scope. See groups.H
Holiday – A non-working day defined for the workspace. See holidays. Hours budget – A budget measured in hours rather than money. See hours vs money budgets.I
Inbox – Your notifications. Not a task list. See inbox. Invoice – A bill to a client, built from approved billable work. See invoicing. Invitation – A pending offer of access. It counts toward your seats before the person accepts. See pending invitations.L
Leave policy – The rules for a kind of time off: how much, how it accrues, who approves. See leave policies. Locked – Time that has been approved and can no longer be freely edited.M
Margin – Revenue minus cost. See profitability and margin. Member – (1) Anyone in a workspace. (2) The standard employee role. Context tells them apart. Money budget – A budget measured in currency. See hours vs money budgets.N
Non-billable – Real work you cannot charge a client for. Still tracked, still costed. See billable vs non-billable.O
Overdue – An invoice past its due date and not fully paid. See invoice statuses. Owner – The role that holds every permission, including deleting the workspace. One per workspace. Override – A per-person permission change. Deny-only: it can take a capability away, never grant one. See per-person permissions.P
Partially paid – An invoice with some but not all of its value received. Payment – Money recorded against an invoice. See record a payment. Period close – Locking a date range so time inside it can no longer change. See close a period. Planner – Where you plan who works on what, before it happens. See planner. Portal contact – A client-side person with a login. Uses a seat. See client contacts. Pro – The paid plan. Adds approvals, invoicing, budgets, exports, the portal and more. See Free vs Pro. Project – One engagement for one client. See projects. Project Manager – The role that owns delivery: clients, projects, tasks, approvals, budgets and invoices.R
Rate – The price of an hour. Billable or cost. See rates explained. Rate snapshot – The frozen copy of the rates stored on each time entry, so changing a rate later does not rewrite history. See rate snapshots. Reopen – Undoing an approval so time can be edited again. Needstime.reopenApproval. See reopen an approval.
Report source – The kind of record a report reads: time entries, projects, tasks,
expenses and so on. See report sources.
Retainer – A recurring monthly budget that resets each period. See
recurring retainers.
Role – A named bundle of capabilities. Seven built in, plus any custom roles you
build. See roles.
S
Saved filter – A filter combination you keep and reuse. See saved filters. Schedule – The recurring hours a person is expected to work. Also carries their timezone. See schedules. Section – A phase or column inside a project that tasks move through. See project sections. Seat – One person with access, including invitations and portal contacts. See seats. Slug – The short workspace name in the URL. See workspaces. Submission – Sending a week, timecard, expense or leave request for review. Subtask – A task nested under another task. See subtasks. Supervision scope – Which people and projects a role can reach. Five levels. See supervision scope.T
Tag – A workspace-wide label you can put on tasks, from a fixed colour palette. See task tags. Task – The unit of work, inside a section, inside a project. See tasks. Timecard – A record of presence: clocked in, clocked out. Not the same as a time entry. See timecards. Time entry – One person, one stretch of time, against one task or project. The atom of the product. See time tracking. Timer – The live stopwatch that creates a time entry when you stop it. See using the timer. Timesheet – One person’s week of time entries, plus a submission state. See how timesheets work. Trash – A staging area before permanent deletion. Restorable for 30 days by default. See trash and restore.U
Utilisation – Billable hours divided by total hours tracked. See report metrics.V
Void – Cancelling an invoice without deleting it. Terminal. See void an invoice.W
Webhook – An HTTPS callback that sends workspace events to your own systems. See webhooks. Workspace – The container for your team, clients, projects and data. See workspaces.Terms that are straightforward to confuse
Related guides
How TimeTracker works
The model these terms describe.
The data model
How the records connect.
FAQ
Short answers to common questions.
Reference
Matrices, statuses and metrics.