Timesheets: What to Include, How to Write One, and Common Mistakes

Timesheets are one of those business tools that seem simple until you actually need to use them. A messy timesheet leads to billing errors, payroll headaches, and frustrated staff. This guide covers what to include, how to write one, and the mistakes that trip up most teams.

What to Include in a Timesheet

A solid timesheet captures the essentials without overcomplicating things. Here's what you need:

• Employee or resource name – who did the work
• Date – the day the work happened
• Start and end times – or total hours worked if you track by the day
• Task or project code – links time to the right client or job
• Description – a short note on what was done (e.g., "drafted Q3 sales report")
• Work type – optional but useful: billable, non-billable, administrative, travel
• Custom fields – anything extra your business needs, like client approval, purchase order number, or expense category

Keep it lean. Every extra field you add is something someone has to fill in. Only include custom fields that you actually use for billing, payroll, or reporting.

How to Write a Timesheet Entry

Writing a timesheet entry is straightforward, but the details matter. Here's the process:

1. Select the correct date – don't rely on memory; enter it as you go.
2. Record your start time – be precise, not approximate.
3. Enter the task or project code – this is what ties the time to a client or job.
4. Write a brief description – one or two sentences is usually enough. "Updated website copy" beats "worked on stuff."
5. Record your end time – or the total hours if you're using a daily total field.
6. Fill in any required custom fields – if a field is marked required, you can't save without it. The system will flag it in red or show a warning.
7. Save or move to the next cell – most modern timesheets autosave when you click outside a field. But don't rely on that alone; manually save before closing the page.

Example: A freelance designer logs 2.5 hours on March 15 for client "Acme Corp" under project "Website Redesign." Description: "Created homepage mockup in Figma." Work type: billable. That's a clean, audit-ready entry.

Common Timesheet Mistakes (and How to Avoid Them)

Skipping required custom fields

If your timesheet has a custom field marked as required, you must fill it in before saving. Miss it, and the entry either won't save or will trigger a warning modal. You'll then have to either complete the field or discard your changes. Solution: check for red-highlighted fields or orange flags before moving on.

Relying solely on autosave

Autosave is convenient, but it's not foolproof. If you refresh the page or navigate away without saving, draft entries can disappear. Always do a manual save after completing a block of entries.

Vague descriptions

"Worked on project" or "Misc tasks" are useless for billing and reporting. Be specific enough that someone reading it six months later knows what happened. If you're billing hourly, vague descriptions can lead to client disputes.

Mixing up dates and projects

Entering time under the wrong date or project code is surprisingly common. Double-check before saving. A small mistake here can throw off your entire payroll or invoice.

Not using custom fields when they're available

Custom fields exist to collect data your business needs—like client approval, work type, or cost code. Ignoring them means you're leaving useful information on the table. Enable them in your settings (usually under Organisation Settings or Time Management), and train your team to use them.

Timesheet vs. Time Log: What's the Difference?

A timesheet is typically a weekly or daily record that includes start/end times and descriptions. A time log is often more granular—tracking every 15-minute block or activity switch. For most businesses, a timesheet is enough. Use a time log only if you need minute-by-minute tracking for specific projects or compliance.

Final Practical Tip

Set up a consistent routine. Enter time daily or at the end of each shift. Waiting until Friday to fill in Monday's hours guarantees errors. And if you use custom fields, make sure they're visible and logically placed—ideally right below the notes field so the workflow feels natural.