Timesheets
Track billable and non-billable hours against projects and activities, approve them, and invoice time automatically.
Updated March 9, 2026
Timesheets captures where time goes — by project and activity — so you can bill clients accurately and see true project cost.
Set up
- Go to XO Operations → Timesheets → Settings.
- Define activities (e.g. design, development, consulting).
- Set employee hourly rates (cost and/or billable).
Log time
- Employees log hours under Timesheets → My time (or the app) against a project + activity.
- Mark each entry billable or non-billable.
- Submit for approval.
📷 Screenshot: a weekly timesheet grid by project and activity.
Approve & invoice
- Managers approve or return submitted time.
- Approved billable hours can be invoiced to the client directly (links to Invoicing).
- Costs post to the project for budget-vs-actual.
Best practices
- Keep activities short and consistent for clean reporting.
- Approve weekly so billing isn’t delayed at month-end.
- Separate cost rate from bill rate to see real margin.
Troubleshooting
- Hours not billable. Check the entry’s billable flag and the project’s billing method.
- Wrong cost. Verify the employee’s hourly rate and effective date.