Crafting a Timesheet Like a Pro – IntoAEC Application

Think of a Timesheet in IntoAEC as your digital time diary. It helps you record working hours, track attendance, calculate wages, manage billable time, and convert time entries into expenses or invoices.

With IntoAEC Timesheet, you can:

• Track employee working hours and break hours.

• Calculate regular wages, overtime wages, and total wages.

• Mark time as Chargeable or Non-Chargeable.

• Link timesheets to schedules and shifts.

• Convert time entries into expenses.

• Track wage-related information for project costing and invoicing.

• Monitor time and wage summaries through dashboard cards.

No more managing separate spreadsheets, attendance registers, and wage calculations. IntoAEC brings time tracking, wage calculation, and project-related time management together in one place.

Timesheet Dashboard – Your Time Tracking Overview

The Time Tracking dashboard gives you a consolidated view of your team’s timesheet records and wage-related information.

At the top of the dashboard, summary cards display important information based on the available timesheet entries.

Summary Cards

• Total Time – Displays the total working time recorded in the timesheet entries.

• No. of Users – Shows the number of users included in the timesheet records.

• Time Converted to Expenses – Displays the time value that has been converted into expenses.

• Total Wage – Shows the total wages calculated from the available timesheet entries.

• Wage Converted to Invoice – Displays the wage amount converted into invoices.

These cards provide a quick overview of recorded time, user participation, wage calculations, and converted values.

Filter and Search Timesheet Records

As the number of timesheet entries increases, you can use the available filters to find specific records quickly.

You can filter timesheet records by:

• User – View timesheet entries for a specific user.

• Chargeability – Filter records by Chargeable or Non-Chargeable time.

• Date – View timesheet entries for a selected date or date range.

These filters help you review individual user activity, identify chargeable working hours, and analyse time records for a particular period.

Kickstart Your Timesheet

To create a new timesheet entry:

1. Open the Time Tracking dashboard.

2. Click the Create Timesheet button at the top-right of the page.

3. A half-canvas titled Create Timesheet opens from the side.

The form allows you to enter working time details, link the entry to a schedule or shift, and specify whether the recorded time is chargeable.

Choose Your User

• From the User dropdown, select the team member for whom you want to create the timesheet.

• The available users are based on the users associated with the project or organisation.

You can create a timesheet for yourself or record working hours for another team member, depending on your access and permissions.

Set the Date

Use the Date field to select the day on which the work was performed.

You can record working hours for the current date or a previous date, depending on the available date selection options.

The selected date helps organise the timesheet entry within the project’s time tracking records.

Link a Shift – Attendance and Wage Tracking

You can link a timesheet entry to an existing shift assigned to the selected user.

• Select the relevant shift from the available options.

• The linked shift connects the timesheet entry with the user’s scheduled working period.

• When a shift is linked, the working time and attendance information can be tracked together.

Linking a shift helps maintain consistency between timesheet records, attendance, and shift-based wage tracking.

Link a Schedule – Connect Time to Project Work

You can also link a timesheet entry to a specific Schedule.

• Select the relevant schedule associated with the work being recorded.

• The timesheet entry becomes connected to that schedule.

• This allows the recorded working time to be reviewed from the linked schedule.

When a timesheet is linked to a schedule, the timesheet information is displayed in the Timesheet section of that schedule’s Edit page. This helps users review the time recorded against a specific scheduled activity.

Set Chargeability

The Chargeability field identifies whether the recorded working time can be charged to the project.

You can select one of the following options:

• Chargeable – Marks the recorded time as chargeable work.

• Non-Chargeable – Marks the recorded time as non-chargeable work.

Chargeability helps separate billable project work from time that should not be charged to the project.

Log the Work Hours

Enter the working time for the selected user.

• Start Time – Select the time when the work started.

• End Time – Select the time when the work ended.

• Break Hours – Record the break duration, where applicable.

• Duration – The working duration is calculated based on the entered time details and applicable break hours.

The recorded working time is used in wage calculations and helps maintain accurate time tracking for the project.

Wage Calculation – How User Rates Are Applied

IntoAEC calculates timesheet wages using the wage and working-hour details configured for the user in UserHub.

When a user is invited to the organisation, the following information can be configured:

• Working Hours – The user’s defined working hours.

• Wages per Hour – The regular hourly wage rate.

• Overtime – The overtime wage rate.

These details can be configured during the user invitation process and can also be edited later when required.

The configured user information is used by IntoAEC for wage calculation in the Timesheet, Worker Management, and Shift wage-related flows for organisation users.

How Wages Are Reflected in Timesheets

Based on the user’s configured working hours and wage rates, the timesheet calculates the applicable wage details, including:

• Regular Wages – Wages calculated for regular working hours.

• Overtime – Wages calculated for overtime hours based on the configured overtime rate.

• Total Wages – The combined wage value for the recorded working time.

This removes the need to manually enter the cost rate and rate unit while creating a timesheet. Instead, wage-related information is fetched from the user’s configured details in UserHub.

Pro Tip: Review the user’s wage and working-hour details in UserHub whenever wage calculations need to be updated.

Add Extra Details

You can add additional information to make the timesheet entry more descriptive and easier to verify.

• Description – Add task updates, work details, progress notes, client information, or other relevant comments.

• Attachments – Upload supporting documents such as signed work logs, site photos, client approvals, or reference documents.

Attachments help maintain supporting evidence for recorded working hours and project-related activities.

Save Your Timesheet

Once you have entered the required details:

1. Review the user, date, working hours, chargeability, and linked schedule or shift.

2. Click Create.

3. The timesheet entry will be added to the timesheet table.

The newly created entry will appear in the main timesheet table, where you can review and manage the recorded time.

Timesheet Table – What You’ll See

The Timesheet table provides a consolidated view of the recorded time entries and their wage-related details.

Each entry can include information such as the user, date, working time, duration, linked schedule, linked shift, wage details, and approval status.

Key Timesheet Fields

• User – Displays the user associated with the timesheet entry.

• Date – Shows the date of the recorded work.

• Start Time – Displays the time when the work started.

• End Time – Displays the time when the work ended.

• Break Hours – Shows the recorded break duration.

• Duration – Displays the working duration for the timesheet entry.

• Regular Wages – Shows the wages calculated for regular working hours.

• Overtime – Displays the wages calculated for overtime hours.

• Total Wages – Shows the total wage amount calculated for the entry.

• Chargeability – Indicates whether the time is Chargeable or Non-Chargeable.

• Status – Shows how the timesheet entry was created or recorded.

• Approval Status – Displays the current approval status of the timesheet entry.

• Linked Shift – Displays the shift associated with the timesheet, when applicable.

• Linked Schedule – Displays the schedule associated with the timesheet, when applicable.

Timesheet Status

The Status column helps identify how the timesheet entry was created or recorded.

The available statuses include:

• Manually Created – The entry was added directly through the Create Timesheet form.

• Manually Edited – The entry was modified after it was created.

• Clocked Out – The entry was generated when a user clocked in and clocked out through the mobile application.

• Clocked Out (Outside Location) – The user clocked out from outside the designated project location.

The status provides clarity about the source of the timesheet entry and how the working time was recorded.

Approval Status

The Approval Status column helps track the approval stage of a timesheet entry.

It provides visibility into whether a timesheet record is awaiting approval or has progressed through the approval process, based on the configured workflow.

Use the approval status to identify entries that require review and to track their current approval stage.

Review Timesheets from a Schedule

When a timesheet is linked to a schedule, the recorded time can be reviewed from the schedule’s Edit page.

To view the linked timesheet:

1. Open the relevant Schedule.

2. Click Edit.

3. Navigate to the Timesheet section.

4. Review the timesheet entries linked to that schedule.

This allows users to check the working time recorded against a particular schedule without searching through the entire timesheet table.

Manage Timesheet Entries

From the timesheet table, you can review and manage existing entries based on your permissions and the available actions.

You can use the available management options to review or update the recorded time details when required.

Any changes to the recorded time or user-related information may affect the calculated wage values and related project tracking information.

Upload Timesheet Using Excel

Managing multiple time entries at once? IntoAEC allows you to upload timesheets in bulk using an Excel template instead of creating every entry manually.

Overview

The Excel upload feature allows you to add multiple timesheet records in one process through a structured Excel file. This is useful when handling large volumes of time entries.

Download and Prepare the File

1. Click Upload Template to download the Excel file.

2. The downloaded file contains three sheets:

• Template – Enter your actual timesheet data.

• Example – Provides sample data for reference.

• Instruction – Includes guidelines for completing the template.

3. Enter the required information only in the Template sheet and follow the instructions provided.

Do not modify the column headers unless the template instructions specifically allow it.

Upload the File and Map Users

After completing the Excel template:

1. Upload the completed Excel file.

2. A User Mapping popup appears.

3. Select the correct user from the dropdown for each name.

4. Click Map & Upload to complete the process.

Final Step

Once the upload is completed, the timesheet entries are automatically added and displayed on the main Timesheet page.

The uploaded records can then be reviewed along with the other timesheet entries, including applicable working hours, wage details, chargeability, and approval information.

Important Notes

• Do not modify the column headers in the Excel template.

• Follow the instructions provided in the Instruction sheet.

• Enter data only in the Template sheet.

• Ensure that the correct users are mapped during the upload process.

• Review the uploaded entries after completion to verify the recorded information.

Why This Matters

Creating and managing timesheets in IntoAEC transforms working hours into actionable project data.

With user-based wage configuration, regular and overtime wage calculations, chargeability tracking, schedule linking, approval visibility, and consolidated dashboard summaries, you can manage time, labour costs, and project-related expenses more efficiently.

IntoAEC Timesheet helps you connect working hours with project progress, wage tracking, expense conversion, and invoice-related workflows — all in one place.