How to Invoice for Billable Hours: A Practical Guide for Small Teams
Hours you worked but never billed are revenue you never see. Here is a simple routine for recording time, approving timesheets and invoicing clients accurately.
Read more
Timesheets
Weekly Timesheets, Submitted to Paid in One Workflow.
Capture every contractor's week, route it through draft, submitted, approved and paid, and feed the billable amount straight into your invoices. No spreadsheets, no chasing emails, no rekeying.
5
Status States
Mon→Sun
Weekly Cadence
0
Spreadsheets
Core Features
Everything You Need to Run Timesheets
From weekly entry through approval, payment and audit, the whole timesheet lifecycle lives in one place, for the people doing the work and the people paying for it.
Weekly Entry
One row per week, anchored to Monday. Log full, half or quarter days for each day, with the billable amount calculated automatically from the booking's day rate.
- Full, half and quarter-day entries
- Auto-calculated total days and amount
- Tied to active contract bookings only
- Duplicate-week protection built in
Approval Workflow
Submit a draft, route it to a manager, approve it, or reject with a reason and bounce it back, every step timestamped and attributed.
- Draft, submitted, approved, rejected, paid
- Reject with a reason, edit and resubmit
- Manager notifications on submission
- Approver and approval time recorded
Contractor Portal
Contractors submit and track their own timesheets through a dedicated portal. No spreadsheets emailed around, no week lost in someone's inbox.
- Self-service weekly submission
- See approval and payment status live
- Edit drafts and rejected sheets only
- Booking-aware date validation
Lifecycle
From Draft to Paid
Every timesheet runs the same five-state lifecycle, with full audit, mandatory rejection reasons, and a payment reference required before a sheet is closed out.
Five-State Lifecycle
Draft, submitted, approved, rejected and paid: each transition is timestamped, attributed and visible to everyone with access.
Full Audit Trail
Who submitted, who approved, who marked it paid and when: the answer is always in the timesheet's own history.
Auto Amount Calculation
Day rates × total days = billable amount. Recalculated on every edit so the figure that hits the invoice is always current.
Draft
Contractor logs the week's days and saves a draft.
Submitted → Approved
Manager reviews, approves or rejects with a reason.
Paid
Accounts marks the sheet paid with a payment reference.
Who Does What
A Clear Lane for Every Role
Contractors capture their week, managers approve or reject, and Accounts close out paid sheets with a reference. Permissions keep each lane separate.
-
Contractor Submit weekly timesheets against active contract bookings; edit drafts and rejected sheets.
-
Manager Review submitted sheets, approve them, or reject with a reason that travels back to the contractor.
-
Accounts Mark approved sheets as paid with a payment reference once the run goes out.
Approvals queue
Submitted
Approved
Paid
Rejected
Weekly Grid
A Week at a Glance
One Monday-anchored row, seven days, three day types. Tap a day to log a full, half or quarter day; the totals and amount update as you go.
-
Day Types Full day, half day, or quarter day: log the smallest unit you're paid for.
-
Booking-Aware Only weeks that fall inside an active contract booking can be submitted.
-
Live Totals Total days and billable amount recalc on every change. No spreadsheet maths.
Week starting Mon 5 May
Mon
Full
Tue
Full
Wed
Half
Thu
Full
Fri
Quarter
Sat
-
Sun
-
3.75
Total days
£1,687.50
Billable amount
All-in-One Platform
Everything You Need
One subscription. One login. Zero limitations. Replace your entire software stack with a platform built to scale with you.
Ready to get started?
Discover how Wizard Application can streamline your business. Start free today.
FAQ
Frequently Asked Questions
It moves into the manager's approvals queue and a notification goes to users with the Accounts role. The manager can approve it, or reject it with a reason, and a rejected sheet returns to draft so you can adjust and resubmit.
Only drafts and rejected sheets are editable. Once approved, the sheet is locked and any change has to come through a fresh submission for a different week, or a reject from the manager.
Each day type contributes a fraction (full = 1, half = 0.5, quarter = 0.25). Total days × the booking's day rate gives the billable amount, recalculated on every save so the figure is always current.
Timesheets is included in the Professional plan at no extra cost, and every contractor on a Professional account can submit weekly sheets.