Timesheet Submission

Timesheet Portal replaces your existing paper based system and gives you even more. Timesheets are submitted by workers online, and must be approved by a their manager before they can be exported. Take a look at the summary of timesheet features below:

• Timesheet entry method can be customed - users can enter start/break/end times, or if you prefer, just the total hours per day
• Support for overtime rates 1 and 2
• User notes can be appended to timesheets, linked to a particular task in the timesheet
• Timesheet approval process supported
• Emails/text messages sent to approvers/employees when timesheets submitted/reviewed
• Reporting on timesheets can be done hourly/daily
• Possible to submit by text message
• Multiple timesheets for different jobs and different approvers can be submitted in a week
• Full audit history of timesheets - dates of submission, approval, etc
• Availability of mobile phone enhanced timesheet submission web pages
• Your clients can view all the timesheets for all employees in their company, and produce their own reports.

Online Expenses

If you're going to get rid of those paper timesheets, why not go green all the way and get rid of the paper expense forms as well! Timesheet Portal allows your contractors to submit expense forms online, and have them approved as well. You can manage all the expense forms from a single location on the Timesheet Portal dashboard. Some of expense reporting features below:

• Support for VAT (rate can be customised)
• Expense approval with email notifications on approval/rejection
• Completed forms can be downloaded as PDF/Excel
• Easy management page to monitor expense forms that havent been approved yet
• Backend expense management allows tracking of paid / unpaid expenses

Click on a screenshot below to see how it looks:

Client Invoicing

Timesheet Portal provides a client invoicing feature, which allows you to generate invoices directly from timesheets. The invoices can be branded with logos and your own text, but if you want to customise them even further, you can generate them as Excel files and modify them before sending to your clients. Have a look at the summary of the client invoicing features:

• Produce a single invoice per client, or single invoice per contractor per client
• Logo can be included in invoice header
• Invoice footer text can be customised
• Support for VAT invoices
• Invoice numbers can have a predefined prefix
• Automatic generation of sequential invoice numbers
• Download as PDF or Excel

Reporting

Timesheet Portal supports a variety of reporting features and formats, making it easy to extract summarised data. You can enter job rates as well, so your reports can include costing information for your jobs.

• Create custom CSV & Excel reports
• Select which fields should be included in report
• Select order of report fields
• Filter by date, company, jobs or employees
• Group daily,weekly or monthly
• Create job cost reports or hours worked reports
• Create and save report templates to speed up report creation

System Branding

Timesheet Portal allows you to market your brand even when contractors are submitting timesheets and your clients are approving them. Check out our branding features below, and have a look at the screenshots to get an idea how you could have your system personalised.

• Logo branding for timesheet pages
• Customisable login page, where you can specify your own HTML and brand the page is if it were yours
• Customise email templates and email addresses so they appear to come from your own company
• Can have branded domain names e.g. yourcompany.timesheetportal.com, or use your own domain

Timesheet Management

Moving to online timesheets means you can now administer your timesheets from a single point, and you don't even need to be in the office to find out who's not submitted a timesheet yet. Timesheet Portal provides a range of features to make timesheet management a walk in the park. Have a look at the features summary below:

• Amend employee's timesheets
• Create timesheets and submit them on behalf of employees
• Approve or reject on behalf of approvers
• Full auditing of timesheet amendments
• Report on overdue timesheets
• Easily identify un-reviewed timesheets

Front-office and back-office integration

To create a completely transparent solution, Timesheet Portal can be integrated with recruitment front office systems, as well as back office payroll systems. This will automate the process of exporting your placements, clients and candidates from your own system into Timesheet Portal.
For smaller agencies with less than 100 employees on payroll, Timesheet Portal provides features for payroll export, and can be quickly configured for creating timesheet invoices in Sage (or you could use the internal Invoicing Module). We can provide tailored solutions for companies using other back office software.

For larger agencies, we recommend a fully automated end to end solution. Our partner company Cambridge Recruitment Software Solutions offers a product called Opera II Recruitment, which provides an entire back office solution, combining payroll, billing, and financial accounting within a single application. Combine this with Timesheet Portal, and you can automate the entire process of capturing worker's time, paying them and invoicing your clients.

To find out more about integration please contact us for a quote.