Track Time Against Jobs and Projects

Last updated: 2026-07-09 Summary:

• Projects hold jobs (tasks); you log hours against a job, mark them billable or not, and eKapital rolls them into project profitability.
• Two ways to log time: Quick Entry for one entry (with a live timer) and the Weekly Timesheet grid for a whole week.
• This is separate from payroll. Time tracking measures work against projects; payroll’s weekly hours feed a pay run. See the note at the end.

Time tracking (jobs and projects) is a higher-tier feature. If you don’t see the Time Tracking section in the sidebar, your plan doesn’t include it — see Plans and feature entitlements.

1. Create a project

1. Go to Time Tracking → Jobs & Projects (/time/jobs) and click Create Project.
2. Give it a Project Name (required). Optionally add a Description, Start Date and End Date, and a Budget Amount and Budget Hours so you can track actuals against the budget later.
3. Click Create Project.

2. Add jobs to the project

1. Click the project to open its detail page, then open the Jobs tab.
2. Click Create Job. Give the job a Name (required); optionally a Description and its own Budget Amount / Budget Hours.
3. Save. Jobs are the tasks inside a project — you log time against a job, not the project directly.

3. Log your time

One entry at a time — Quick Entry (/time/entry):

1. Set the Date and Hours (in quarter-hour steps).
2. Pick the Project, then the Job (the job list enables once a project is chosen).
3. Add a Description of what you worked on.
4. If the work is billable, set the Billing Rate and tick Billable.
5. Click Save Entry. Prefer to time yourself live? Use the timer on the same page and it fills the hours for you.

A whole week at once — Weekly Timesheet (/time/timesheets):

1. The grid has a row per project/job and a column per day of the week. Type hours into the cells.
2. Toggle Billable per row, and use Copy last week to carry forward a recurring set of rows.
3. Click Save Draft. Move between weeks with Prev / Today / Next.

4. Approve entries

On the project detail page, open the Time Entries tab. Pending entries offer Approve, Reject, Edit, and Delete per row, or select several and use Approve Selected / Reject Selected. Entries move Pending → Approved → Invoiced as they progress.

5. Read project profitability

Open the project’s Profitability tab to see Revenue (billable hours × billing rate), Costs (hours × cost rate), Profit, and Margin. The Jobs & Projects list also shows company-wide stat cards: Active Projects, Total Budget, Total Actual Cost, and Total Hours.

Where people get tripped up

• Can’t pick a job. The job dropdown only enables after you’ve chosen a project — pick the project first.
• Can’t edit an entry. Only Pending entries are editable or deletable. Once an entry is Approved (and especially once it’s Invoiced) it’s locked, so it can’t be quietly changed after it’s been billed. To fix a locked entry, work with whoever manages approvals.
• Time tracking is not payroll. This module tracks work against projects for profitability and billing. Payroll has its own weekly hours grid under the Payroll menu that feeds a pay run — a different job entirely. To run payroll, see Run your first pay run.
• Don’t see approve buttons. Approving entries needs the approve permission; logging your own time doesn’t. Roles are managed under Administration.

See also

• Run your first pay run
• Plans and feature entitlements