Timesheets
TrueGrade timesheets track hours worked by your self-perform crews against the assigned project and cost code. Approved timesheets are recorded for labor and project time tracking, and can be exported as CSV for payroll and bookkeeping.
Submitting a Timesheet
Any TrueGrade user can submit a timesheet for their own hours. Field User is the most common submitter; Foreman, Project Manager, Accounting, Senior Estimator, and Admin can also submit their own time. Submit from Labor → Timesheets → New Timesheet or directly from the mobile app.
Select the pay period
Timesheets are organized by weekly pay periods (Monday–Sunday). Select the pay period for the hours you’re entering.
Add time entries
For each day worked, add one or more time entries:
| Field | Description |
|---|---|
| Date | Day within the pay period |
| Project | Project where the work was performed |
| Cost code | Labor cost code (e.g., 01500 · Temp Facilities, 06100 · Rough Carpentry) |
| Hours | Regular, overtime, or double-time |
| Description | Brief description of work performed |
Submit for approval
Click Submit. The timesheet enters the approval queue for the project’s reviewers (Foreman or above).
Approval Workflow
Timesheets follow a two-stage approval process:
- Foreman or Project Manager review — reviews hours and cost code assignments. Can approve, request changes, or reject with notes. (A user with Foreman role or higher can review.)
- Admin final approval — optional second stage for payroll finalization. Can be enabled per organization.
When a timesheet is approved, its hours are recorded against the specified project and cost codes for labor and project time tracking. Approved timesheets can be exported as CSV for payroll processing or bookkeeper review.
If your organization has a dedicated payroll system (ADP, Gusto, etc.), TrueGrade timesheets are for project cost tracking only. Export approved timesheet data as CSV for import into your payroll system.
Editing Timesheets
Only draft timesheets are editable. Once a timesheet is submitted for approval, it is locked, and an approved timesheet is final — there is no unlock-for-editing action. To correct hours on a finalized timesheet, submit a new timesheet for the affected period and have the approver review it.
Timesheet Export
Export approved timesheets as CSV for a date range from Labor → Timesheets → Export. Columns include employee name, dates, hours by type, project, cost code, and approval status. This export is suitable for payroll processing or bookkeeper review.
Overtime Rules
Overtime thresholds are configured per organization under Administration → Organization Settings → Labor:
- Daily overtime threshold (default: 8 hours/day)
- Weekly overtime threshold (default: 40 hours/week)
- Double-time threshold (default: 12 hours/day)
Entries that exceed these thresholds are flagged automatically on the timesheet, though users can still submit them. Approvers see the flag and can adjust or approve as entered.