The Time Tracking module collects timesheets entered by technicians.
Time can be approved, dismissed, or sent back to technicians for revision.
Additional Hour Types and entries can be added if more time needs to be submitted.
Timesheets for a given week can be exported to an Excel file for payroll input.
Color-coded tabs indicate Pending Approval, Disputed, or Approved timesheets, making it easy to track timesheet reviews.
How To Access Timesheets
Timesheets can be accessed through two pathways:
From the Job Report
Click the Visits tab on the Job Report.
Scroll down to Labor in the Labor & Material section.
Click the hour entry hyperlink to open the timesheet.
Note: If a timesheet is pending approval, an hourglass icon appears next to the time entry hyperlink. If approved, a checkmark appears.
2. From Accounting → Time Tracking
Hover over Accounting → Click Time Tracking.
Select a time frame to review timesheets,
or use the arrows to scroll forward or backward (1) week.
Use filters for Departments, Crews, or Technicians.
Employees are grouped based on their timesheet status (Pending Approval, Disputed, Approved).
NOTE: Employees are grouped into the category that holds the majority
of their timesheets.
Timesheet Statuses
Status | Description |
Pending Approval | Timesheets need review. |
Disputed | Sent back to the technician for revision. |
Approved | Timesheets have been approved. |
Click an employee name to open their timesheets.
⚠️ Before starting the timesheet review process, take note of the
different sections and features within the Time Tracking module.
Timesheet Features
Hour Types & Total Hours are listed next to the employee’s name.
Each day tab is color-coded based on the timesheet status:
Yellow: Pending approval
Green: Approved
Red: Disputed
For example, if the Thursday tab is colored yellow, there are timesheets that are pending approval for Thursday.
If all timesheets have been reviewed and approved, the tabs will turn to green.
If a day has no hours submitted, a user cannot click to open it.
Use the color coded “day tabs” to quickly jump between days, or scroll down to view all timesheets in chronological order.
Job Hyperlinks allow direct access to the job page. View the Job Status, Timesheet Status, Customer, Property, Department (next to the Job hyperlink).
View the Job Status, Timesheet Status, Customer, Property, Department
(next to the Job hyperlink).
Timestamps show the technician’s location when actions (e.g., Travel, Work, Finish) were logged.
📍A popup will appear that shows where they were when they tapped the action button and for how long they performed that action.
Scheduled Time & Labor Rate are displayed and can be edited.
Scheduled time - displays the scheduled Visit duration.
Labor Rate - change the selected labor rate if needed.
Note: Fields in gray can be edited with proper permissions.
Editing & Updating Timesheets
Click into a gray field to edit Hour Type or Hours Worked.
Click + Add Hour Type to add additional work hours.
⚠️ If you make any edits to a timesheet, make sure to hit “SAVE EDITS” so your changes are applied.
Add or review technician notes (may include receipts for expenses).
View all changes in the Timesheet Activity Logs.
Timesheet Actions
Flag Visit/Event: On the timesheet, click the three dots → Select Flag Event → Add a note to indicate the reason for flagging.
Edit Labor Details: Modify the technician’s department or, for Project Visits, update Phase & Cost Code.
NOTE: For a Project Visit, this allows changing the Phase and Cost Code as well.
Dismiss: When a timesheet is not needed for a certain job, or the Visit has been cancelled, timesheets can be dismissed on web.
When a timesheet entry is dismissed on the web, it is not deleted. Instead, it moves to the Dismissed section of the technician’s timesheet.
To dismiss a timesheet:
Go to Time Tracking on the web.
Locate the timesheet entry you want to dismiss.
Click DISMISS on the right side of the entry.
Dismissed time will be:
Excluded from payroll totals and timesheet summaries
Excluded from job costing and job costing reports
Hidden from the Job Report (the binder will not appear)
Excluded from invoices if dismissed before billing
Excluded from any time exports
When a visit is canceled, the timesheet will update based on whether work had already started.
If the technician had started the visit, the timesheet will stay open so they can still log their time, and the office can close it if needed.
If the visit was only scheduled and not started yet, the timesheet will automatically be removed.
Dispute: Sends the timesheet back to the technician for revision. You can dispute the entire day or just dispute an individual timesheet
Best practice: Add a note explaining why the timesheet is disputed.
Dispute individual timesheet
Dispute timesheet for the entire day
Technician Resubmission:
Open the Timesheets tab in the mobile app.
Scroll to the timesheet, make edits, and tap RESUBMIT.
The timesheet reappears as Pending Approval in BuildOps Web.
Approval:
Approve timesheets individually or click SUBMIT & APPROVE for bulk approval.
Adding a Missed Timesheet Entry:
Click ADD ENTRY → Select Technician and Job/Visit.
Update Hour Types and Notes → Click SAVE EDITS.
Exporting Timesheets
Click SIGMA EXPORT to generate a report configured in Labor Settings.
Click EXPORT MANUAL TIMESHEET for a default payroll report.
Useful for payroll employees who do not have admin permissions.
Best Practices for Timesheet Review
BuildOps recommends daily technician timesheet reviews, though frequency may vary based on payroll procedures.
Open timesheets from the Job Report or Time Tracking.
Review & make necessary changes.
Click SAVE EDITS and then Approve / Dispute / Dismiss.
Approved timesheets show a checkmark next to the entry in the Visit Report.
FAQs
Why is the GPS location not working?
Check if the mobile user has GPS location enabled on their device. If disabled, no GPS data will be available.
How does dismissed time affect already-billed work?
If time is dismissed after an invoice is generated, it will still appear on that invoice. You’ll need to manually remove it or void and recreate the invoice.
How does dismissed time affect work that is not yet billed?
If time is dismissed before an invoice is created, it will not be included on the invoice.