Time Tracking in BlueSuite

BlueSuite’s Time Tracking module covers three things: logging and submitting your own time, managing your team’s timesheets, and turning those hours into a labor cost on the job they were worked on.

This module used to be called Timesheets. The weekly timesheet you submit for approval works the same way and is still called a timesheet.

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Logging and Submitting Your Time

1. Open Time Tracking

Navigate to the Time Tracking module. Under Your Timesheets, select the week by clicking the arrows or choosing a specific day.

2. Log Time

• Click + Log Time.
• Choose whether to log time against a Request, a Quote, a Job, a Subscription, or as General time (not linked to anything specific).
• Optionally, add notes describing what the time was spent on.
• Enter total hours in one of the supported formats (e.g., 2:30 for 2 hours 30 minutes), or switch to Start / End and enter the times you started and finished.
• Click Save.

3. Review Your Entries

• Once saved, your logged time will appear on the weekly timesheet.
• You’ll see the associated job, your description, and the time logged.

4. Submit for Approval

• After logging all your hours, click Submit Week for Approval.
• Your timesheet will move to Pending status, awaiting manager review.

Logging Time Straight From a Job

You do not have to open the Time Tracking module to record hours. Open any job and click the clock icon at the top of the page, next to the actions menu. The entry is logged against that job automatically and lands on your weekly timesheet like any other entry.

This is available to anyone whose role includes Time Tracking, whether or not they can edit the job. There is a Log Time button on the job’s Labor card too.

Managing Timesheets

Workspace Owners, Administrators, and Managers can manage both their own timesheets and those of their team.

1. Access Management View

• Navigate to Manage Timesheets.
• Here you’ll see timesheets by status: Pending, Approved, Rejected, or Draft.

2. Review and Edit

• Click View to open a user’s timesheet.
• You can:
  • Edit existing time entries.
  • Add new entries with + Add Row.
  • Review notes and associated jobs.

3. Approve or Reject

• Use the Mark As button to set a timesheet’s status to Approved or Rejected.
• This can be done inside the timesheet view or directly from the Manage Timesheets list.

Logging Time for Someone Else

Managers, Admins, and the Owner can enter hours on behalf of a crew member. In the log time window, switch Logging time for from Me to Someone Else and pick the person. The entry lands on their timesheet, not yours.

Time Costs

If your team has a Labor Cost Per Hour on their user record, the hours you log turn into a labor cost. See User Roles & Permissions for where to set that rate and who can see it.

The Rate on an Entry

• Managers and above see an Hourly Rate field when logging time. It fills in with the person’s rate. You can change it for that entry, or clear it to leave that stretch of time uncosted.
• If the person has no rate on file yet, the rate you type is saved as theirs so nobody has to enter it again. It never overwrites a rate that is already set.
• The rate is recorded on the entry itself. Giving someone a raise later does not change the cost of work they already finished.
• Team members logging their own hours do not see the rate field. Their time is still costed at their rate.

The Labor Card on a Job

Every job has a Labor card below Expenses listing the time logged against it: who worked, when, how long, the rate, and what it cost. Total hours and total labor cost sit at the top of the card. Click a person’s name, or use the actions menu on the row, to edit or delete an entry.

If some of the logged hours have no rate on them, the card says how much time is not costed rather than folding it into the total. A job that is only half costed should not look like one whose labor is fully accounted for.

Job Profitability

Labor cost is subtracted in Job Analytics, so Net Profit on a one-off job is revenue less expenses, item costs, and labor.

On a recurring job the labor total appears under Time Metrics but is not folded into Profit per Visit. That figure is built from per-visit revenue and per-visit costs, while labor is a running total across every visit worked and logged so far.

The Labor card and Job Analytics are visible to Managers, Admins, and the Owner only.

Key Points to Remember

• Users can log time daily against requests, quotes, or as general entries, and straight from a job.
• Managers and Admins can view, edit, and approve all timesheets in the workspace, and log time on someone else’s behalf.
• Timesheets must be submitted before they can be approved.
• A blank hourly rate means the time is not costed, which is not the same as a rate of zero.