Time tracking

Keep a record of client work while the details are fresh. Hours logged against an hourly project can be added to an invoice later; hours on a fixed-fee project help you understand how much work the fee is taking.

Open My Time in the bottom bar or Open my time on the dashboard. PayPolka uses manual time entry, rather than a start-and-stop timer.

Log your first hours

1. In the weekly grid, choose a project under Add row: project.
2. Choose a Labor category and select Add row.
3. Enter your hours in the cell for the day you worked. The entry saves when you finish editing the cell.

Each row represents one project and labor category. You can use Tab to move across a row and Enter to move down. Clear an editable cell to remove its entry.

Enter an hour and a half as 1.5, 1:30, 90m, or 1h 30m. The grid displays it as 1:30. You can also enter :45 for 45 minutes. If a duration can’t be read, or would put your total above 24 hours for the day, you’ll see a message explaining the problem.

Add notes or separate entries for the same day

Select a day heading to open the day view. Here you can add notes, change hours, mark work billable or non-billable, and save or remove individual entries.

For example, you might record a client meeting and a later revision separately so you can explain both on the invoice. If a grid cell contains multiple entries, it becomes a link to this view instead of an editable total.

Locked entries also link to the day view, where you can see why they can’t be changed.

Reuse last week’s entries

The grid includes rows for projects and labor categories used this week or last week. Copy last week also copies hours and notes into this week’s empty cells. It leaves existing entries alone and skips archived projects.

If a previous cell held several entries, their hours are combined into one copied entry. Review the result and adjust it to match this week’s actual work. Copying is unavailable when the week has already been submitted.

Submit your week for review

If your account uses weekly approvals, finish your hours and expenses, then select Submit week for approval. Your entries lock and your reviewer receives an email.

If the reviewer sends the week back, their comment appears above your timesheet. Correct the entries and use Resubmit week. An approved week shows the reviewer and date. Owners and admins without another reviewer may see Submit and approve my week.

The Expenses button opens expenses for the same week. They are submitted and reviewed with your hours. See Approvals and the Team page.

Why can’t I edit an entry?

An entry is locked when its week is submitted or approved, or when the entry is saved on an invoice. Submitted and approved weeks also prevent new entries.

A reviewer can send a submitted week back for corrections. An owner or admin can reopen an approved week or unlock an approved entry. Those actions are recorded in account activity.

Invoiced entries stay locked even if the week is reopened. Correct them through the invoice: removing their invoice row or deleting the draft releases the linked work. See Invoices.

Turn the hours into a bill

Create an invoice for the project and use Unbilled work to choose dates and add the hours. Approval is optional and does not prevent unapproved work from being invoiced.

The saved invoice links to the entries it bills, so they won’t be offered as unbilled work again. The Uninvoiced report helps you find projects with work still waiting for an invoice.

Who can see the time?

Members see their own time. Managers can open and help with their assigned people’s weeks through Team. Owners and admins can do this for anyone. Accountants have read-only access.

Members and managers don’t see billing rates or invoice amounts. Their own expense amounts remain visible so they can record and check expenses.