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A time entry has a small set of fields you fill in, and a few more that TimeTracker works out and stores for you. This page covers both.

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Fields you fill in

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Date

The date decides which day, which timesheet period and which report bucket the entry lands in. It is read in your workspace timezone, so an evening in Los Angeles does not slide onto tomorrow. See Dates, times and timezones.

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Start, duration and end

Give either a duration or an end time – the form has a tab for each.
  • The Duration tab accepts 1:30 or 1.5. Both mean 90 minutes.
  • The Start & end tab needs the end to be after the start, or you get “End time must be after the start time.”
  • A day cell in the week grid also accepts 90m and 1h 30m.
An entry may cross midnight. It belongs to the day it started, and the list marks it with a small +1 beside the end time.

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Project and task

A task always belongs to a project. If you pick only a task, the entry inherits that task’s project automatically.
An entry with no project is recorded, but it never reaches a project budget, a billable value or an invoice. If the work is for a client, always attach the project.

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Description

Free text. It appears in the entry list, on reports, and on invoice lines built from time. Write what a client would understand.

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Billable

A switch. It decides whether the hour can appear on an invoice.
  • A new manual entry starts billable.
  • A new timer turns billable on when you pick a project.
Non-billable hours are still tracked and still count toward your timesheet. See Billable hours.

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Fields TimeTracker fills in

These are set when the entry is saved. You do not type them.

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The rate snapshot – the important one

A time entry freezes the rate that applied when the work was recorded. When you save an entry, TimeTracker looks up the billable rate and the cost rate in force on that date, and writes them onto the entry. Reading the entry later never looks the rate up again. That means:
  • Raising a rate today does not re-price last month’s hours.
  • An invoice built from old time bills the old rate, which is what you quoted.
  • Margin on historic work stays honest.
The only way an entry’s rate changes is if you change the entry’s date or project – then TimeTracker looks up the rate for the new date and project and freezes that instead.
Full detail: Rate snapshots and How rates are chosen.

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Status

A rejected entry shows a red panel with who rejected it and why.

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Example

Sarah Lin logs 3 hours on Homepage wireframes for Bluebird Coffee – Website Redesign on 14 July. Her entry stores: The entry is worth 300∗∗andcosts∗∗300** and costs **135, a margin of **165∗∗.IfNorthwindraisesSarahto165**. If Northwind raises Sarah to 120/hour in August, this entry still says $100.

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Who can see what

Cost is not visible to everyone. The cost rate is only sent to people who hold time.viewCost – Owner and Admin. A Project Manager can see the billable value of an entry but never its cost. See Time tracking permissions.

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Common questions

Your workspace rounds billable time. The exact duration is always kept; the rounded one is what bills. See Time policies.
Not directly. Rates come from the rate rules – task, project member, person, client, then workspace. Change the rate rule, or move the entry to the right project. See How rates are chosen.
Nobody set a billable rate for that person, project or client on that date. Set one – see Set a person rate.
The day it started, read in the workspace timezone. A shift from 23:00 to 02:00 belongs to the earlier day.

Rate snapshots

Why an entry keeps the rate it was saved with.

Billable hours

Billable versus non-billable time.

Time policies

Required fields and rounding.

Dates, times and timezones

How TimeTracker decides what day it is.