⚠️ Important setup pre-requisites

A. Before you can use timesheets, your Accounting Software must be set up, and your employee(s) added. JACK App currently supports Xero.
To set up Xero and add employees in Xero, click here

💡 Ensure that the employee has an 'ordinary earning rate' set up within the employment tab (navigate to Payroll > Employees > Select the employee > Employment tab)

B. Is the employee set up in JACK? Check out how to add new employee(s) to JACK here

C. Have you setup your Charge out rate categories? Find the guide here

D. Have you setup your Non-job related tasks? Find the guide here

Setting up employees to use timesheets

1. Navigate to Contacts > Staff

2. Look up the staff member and click on the employee to open their profile

3. The following screen appears, first click refresh payroll, then select the employee from the drop-down options

Setting rates for Staff

The following steps begin from location Contacts > Staff > Select Employee

Fixed-Price or Percentage complete jobs setup (Hourly Cost)

A. Click on +Add Hourly Cost, as shown below:

B. A pop-up opens where you will fill in the hourly cost as shown below:

C. Complete the relevant information, and save

D. Click Save again to record the changes to the employee

Cost-Plus jobs (charge out rate)

A. Click on Charge Out Rates. You can then type in the dollar amounts for standard charge out rates as well as set different rates under each of the charge out rate categories

💡 Markup will be added on top of the charge out rate for cost-plus job related timesheets

B. Complete the relevant information

C. Click Save to record the changes to the employee

Approving Timesheets

⚠️ To approve timesheets, you must have timesheet permissions access 'write' enabled

Navigate to Timesheet > Timesheet Approvals
On this screen, you will see all staff who have timesheets, these are either processed or pending approval

shows the number of timesheets ready for approval for the employee
shows any sync issues with Xero
will appear to indicate all timesheets have been synced to Xero

In the screenshot above, Jack Carpenter has 2 timesheets ready for approval totalling 7.5 and 46.5 already approved.
Click on the Staff Member, and the following screen opens:

[a] Filter timesheets by date range and/or by status

[b] Edit timesheet
[c] Select or update the hourly cost (this does not impact the pay rate in Xero)
[d] Select or update the cost category (where the cost will appear in budget)
To review the timesheet details and edit them, click on [b]
Make necessary change if required and Save or Delete the timesheet
To approve the timesheet, Click and it will be ready to be synced to Xero
Repeat steps 3-6 until all timesheets are approved
Sync to Xero by clicking on
Your employee's timesheets are ready for processing in Xero

Manually entering a timesheet on behalf of a staff member

To manually add a timesheet on behalf of a staff member, navigate to Contacts > Staff
Select the staff member and click on Timesheets
Click in the top-right corner
Complete the pop-up with all details, including whether the hours are job related or not, select the cost category, set the hours and add any breaks
Click Save and Close
The timesheet will now be displayed in Timesheets > Timesheet Approvals to be approved, see previous chapter on how to approve timesheets here