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Procore

Best Practices For Configuring Timesheets

With the Timesheets tool, you can configure your timesheets to best meet your team’s needs. Below are different ways that you can create a labor force (the users that show in the Timesheets employee list) and the configuration options you can enable.

1. Before you enter any time, you will want to set up permissions for your employees and your payroll export.
Need to configure your employees permissions for each time tool? Need to configure your export for payroll?
Configure and apply a permission template in the Company Directory.

OR

For the Company Timecard and Company Timesheets tools,
use the permissions table in the tool's configure settings to quickly update employees permissions.
Configure the 'Payroll Report' template when creating a report in the Reports tool.

(QuickBooks® Only)
Set up your payroll export for use with QuickBooks®.
Make sure the following data matches between Procore and QuickBooks®:
Cost Codes Numbering, Cost Codes Format, Cost Codes Time Types, Employee Names, Customer Names, Job Names
 
2. Below are different scenarios of entering time and the tool best used for completing the task:
Need to clock your own time? Need to enter your or your office staff's time across projects? Need to enter time for an employee or a crew?


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Use the My Time tool on your mobile device.


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Use the Company Timecard tool.


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Use the Project Timesheets tool.

 
3. After time is entered for employees, approve, analyze, and export a time report. 
Need to review and approve entered time?

Approval.png

Use the Company Timesheets tool
to approve time entries for the week across all projects.

 
Need to view a time report? Need to create your own time report? Need to export your payroll to QuickBooks®?


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Use the 'Timecards' Report in the Reports tool.
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Use the Reports tool.
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Use the Company Timesheets tool to
Export time entries from Procore to import into QuickBooks®.

 

Set Up Timesheets

Set Up a Labor Force
  • For users to appear in the Timesheets Employee list:
    • Add Employees on an individual project basis.
      • Go to the Directory, add or edit each employees user profile and under 'Personal Information', scroll down to mark the checkbox that says 'Is Employee of [Company Name]?’. The employee will need to be added to each Project Directory that you want to track their time for. See Edit a User Account in the Project Directory for more information.
      • Add a "worker" to the Crews tool. An email address is NOT required to create a "worker" nor do they need to be added to the Directory. See Add a Worker to learn more.
    • Select Employees from the Company Directory (only if the 'Can company employees be tracked on all projects?' setting is marked).
    • Select a crew (a group of employees).
      • A crew must first be created in the Crews tool. For more information, see Create a Crew.
Configure a Timesheet

Default Timesheet Configuration Settings can be managed by Admins on the Company Timesheets tool. See Configure Advanced Settings: Company Level Timesheets for more information. The settings that can be managed on that page are listed below:

  • Choose default work week:
    • You can select what you want your company's work week to be in the Timesheets, Company Timecard, and Daily Log tools.
      Note: This setting will display as the filter "current work week" or "last work week" in Timesheets custom reports.
  • Can company employees be tracked on all projects?:
  • Manage Time Types:
    • Mark or add pay types you want to show in the Time Type drop-down. 
  • Managing Cost Codes by Cost Type:
    • Mark the cost types with the corresponding cost codes that you want to show in the Cost Code drop-down list. 
      Note: See Set Default Cost Types to learn how to add custom cost types.
  • Default Cost Type for Timecards:
    • Select the default cost type from the drop-down menu that will be assigned to timecard entries.
  • Custom Signature Text:
    • You can enter a custom text that will show in the Signature field when a user is signing a time entry.
  • Payroll Settings:

Project level Timesheets Configuration Settings can be set up and managed in the Project level Timesheets tool. See Configure Advanced Settings: Timesheets on how to enable these project-based settings listed below:

  • Time Entry Settings:
  • Enable Additional Fields on all Timecards:
    •  You can select what optional fields you want to show on timecards.
  • Employee Location Tracking:
    • You can enable a geofence to be set up around the project location and track the location of field employees only when they clock in and clock out.
Set Up Reports
  • Labor Budget to Actual Report:
    • Track the percentage of budgeted labor hours versus actual labor hours used in real-time. See Import Budgeted Hours for more information.
  • Production Quantities Report:
  • Field Production Report:
  • Custom Report:
    • Create a custom report or use one of our templates like "Weekly Timesheets by Employee" or "Payroll Report" to gain real-time insights on labor tracking. See Create a Custom Project Report.

Video

 

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