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Getting Started with Timesheets

Updated

Article Contents

  1. Introduction
  2. Find the Timesheets Page
  3. How the Page Works
  4. Add an Entry
  5. Types of Time
  6. Next: Record the Details
  7. Footer Reference

Introduction

Welcome! If you’re brand new to Hiro, this guide will help you get started with timesheets.

Timesheets are where you record both your time and your costs in one place. There is no separate page for recording expenses like disbursements or mileage — everything goes into the Timesheets page. Think of it as your daily logbook. Whether you’re working on a project, attending training, or recording costs, it all happens here.

Find the Timesheets Page

  1. Log in to Hiro.

  2. In the left-hand menu, click Timesheets.

  3. The calendar at the top controls which day you are entering. Each date is its own page of data entry. Click a different date to move between days.

How the Page Works

  • Your entries for a single day run sequentially down the page.

  • The first row will be blank with a * on the left to show it is a new entry.

  • When you finish one entry, a fresh blank row is automatically added at the end ready for the next entry.

  • Saving: You do not need to press a save button. Hiro saves your entry automatically as soon as all required fields are filled. If you leave a row incomplete, it will stay on the page until you finish or remove it.

Keyboard friendly design

  • Tab moves to the next field and then to the next entry.

  • Shift + Tab moves backwards.

Add an Entry

  1. Pick the date in the calendar at the top.

  2. Choose the project in the first box:

    • Enter a project number or name.

    • If you don’t know the number, type part of the suburb, client name, or any related term. Hiro will show you a list of matching results you can pick from.

    • For non-project time, enter 0 to select "Project Zero".

  3. Choose the work type from the dropdown next to the project:

    • Project phase or task (billable client work)

    • Enquiries & Tenders (proposal work)

    • Mileage (kilometres travelled)

    • Disbursement (a cost you paid on behalf of the project). For an introduction to disbursements, read the Managing Disbursements guide.

  4. Enter the details:

    • Quantity in hours as a decimal. For example, 1.25 equals 1 hour 15 minutes.

    • Start and Finish times are optional. If you enter both, Hiro calculates the Quantity for you.

    • Add a brief description of the activity.

Hiro saves automatically as you type. When all required fields are filled, a new blank line appears so you can keep going.

Types of Time

The type you pick is driven by what you enter into the project box at the start of the row.

  • Non-chargeable time (0): Enter “0” for internal activities such as training, meetings, or admin.

  • Enquiries: Enter the enquiry or proposal project to record time spent preparing quotes and tenders.

  • Jobs: Enter the client project. Jobs can include phases, tasks, and subtasks from the project’s work schedule, which appear in the dropdown after you pick the project.

Next: Record the Details

Think of your entries in two categories: time and costs.

Time-related options:

  • Phases and tasks: When a project has a work schedule, its phases and tasks show in the dropdown so you can link your time directly. Learn more about work schedules here.

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  • Enquiries & Tenders: Choose this option to log time spent on proposals and tenders. Learn more about Enquiries & Tenders here.

  • Non-Chargeable Type: If you have selected "Project Zero" (0), you'll see a list of non-chargeable categories, such as training, meetings, or administration. Pick the category that best matches what you are recording.

    mceclip1.png

Cost-related options:

  • Disbursements: Record costs such as subcontractor invoices, title searches, or allowances. Enter the GST-exclusive cost. See the introduction to disbursements here.

    mceclip3.png

  • Mileage: Record kilometres travelled for a project. You can link this to a vehicle from the Asset Register.

Footer Reference

At the bottom of the Timesheets page is a footer that helps you keep track of your day.

  • Lower left: Shows the current date you are working on.

  • Lower right:

    • % Chargeable: The proportion of your entries that are chargeable for that day, based on an ordinary work day (typically 7.6 hours unless configured otherwise).

    • Total hours: A running total of all hours entered for the day. Use this to confirm you have completed your daily hours.

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