Finance → Time entries is the master list of time. Every entry anyone logged — on a task, a ticket, a project, a client activity or internal work — sits here once, at the stage it has reached. Where Timesheets is about people and weeks, Time entries is about the hours themselves: what has been logged, what is waiting on someone, and what can go on an invoice today.
People who can see everyone's time (the View all time permission) see the whole organization. Everyone else with Finance access sees only their own entries.
Stages#
Each entry is in exactly one stage, and the tabs across the top show how many entries, hours and how much value each holds for the current filters:
- Not submitted — logged, still on its owner's open timesheet.
- Waiting approval — on a submitted week, waiting for a reviewer.
- Approved — approved, not on an invoice yet.
- Invoiced — on an invoice line (a draft counts). An invoiced entry is Invoiced whatever its approval status: once a client is billed for an hour, that is the thing that matters. The badge links to the invoice.
- Rejected — sent back to its owner to fix. Hover the badge for the reason.
- All — everything.
Value is billable hours × the rate saved on the entry, rounded the way an invoice line is, so the figures match what an invoice would say. Non-billable time has no value. Hover a rate to see where it came from.
Ready to invoice#
Ready to invoice answers "what could I bill right now?". It is not another stage: it picks out the unbilled, billable time each client's own rule lets be invoiced — approved time for a client that bills Approved time only, any logged time (open, submitted or approved) for one that bills Any logged time. Rejected time, running timers and time on no client's work (internal time) are never ready. See Which time can be invoiced.
Its total is the same figure the client's Finance tab shows as unbilled time.
Filters, views and export#
- Dates — this week, last week, this month (the default), last month, this or last quarter, this year, all dates, or a custom range. Dates are each entry's work day — the day it belongs to in its owner's time zone — so an entry logged late in the evening stays on the day it was logged.
- Client, Project (its own time and its tasks'), Person, Work role, Work type and Billable.
- Search looks in the entry notes.
- Grouping — by client, project, person or week, with each group's entries, hours and value on its header row. Subtotals cover everything the filters match, not just the page you are on.
Save the filters you use as a view (the Views menu), star one to open it by default, and download the list with Export CSV — every matching entry, not just the page, with the rate's source, the stage and the invoice number.
Acting on entries#
Tick entries (or the header box for the whole page) and the header offers what you can do:
- Approve and Reject… (for people who approve timesheets, while Timesheet Approvals is on). The same rules as reviewing a week on Timesheets: only time in a submitted week can be approved or rejected here — time on a week nobody submitted is still its owner's (submit or approve the whole week from Timesheets). Time logged into a submitted week afterwards can be approved by people who manage timesheets. Your own time needs Approve your own timesheet. Rejecting asks for a reason and sends just those entries back; nothing else in the week changes. Time on an invoice can't be rejected: remove it from the invoice first. Each approval or rejection is recorded against the person's week, and they are notified.
- Remind to submit (for people who manage timesheets). Sends each person one reminder for each week the picked entries fall in — the same reminder as on Timesheets: never for your own week or a week already submitted or approved, and at most once a day per person and week.
- Invoice selected (for people who manage invoices). AspirePro makes one draft invoice per client for the picked time, under each client's billing rule. Time a client can't be billed for yet — waiting for approval under Approved time only, rejected, already billed, or on no client's work — stays where it is, and you are told how much and why. A client whose picked time turns out to be all unbillable gets no invoice at all, never an empty draft. With one draft you go straight to it; with several, the list shows each one with a link. Nothing is sent.
Editing an entry#
The pencil on a row edits it: your own entries, or anyone's if you hold Edit anyone's time. Times are shown and entered in your own time zone. Entries that are approved, waiting approval, on an invoice, or still running can't be edited, so they have no pencil. Editing someone else's entry also needs access to the work it was logged on.
On a client and on a project#
The same list appears, fixed to one client or project:
- A company's Finance tab shows Time for this client, opening on Ready to invoice, with the same stage tabs, filters and actions. Open in Time entries takes you to the full list filtered to the client.
- A project's Time tab lists the project's own time and its tasks' time, with its Log time, edit and delete controls on each row. Rates, values and Ready to invoice show only for people who can see Finance; stages show only when Finance is on.
Asking Prox#
Prox (and the MCP connector) can read the same list — "how much of Acme's time is ready to invoice?", "what is still waiting for approval this month?" — with the same stages, filters and totals, and the same rule about whose time you can see.