Import Timesheets

Article Contents

1. Overview
2. Mandatory Fields
3. Default Branch and Department
4. Duplicate Timesheets
5. Hourly Charge Rate
6. Allocated Invoice Number

Overview

Hiro supports importing timesheet data from other platforms to get you up and running quickly. Importing your timesheet data enables you to have accurate starting balances on your projects.

To import your existing timesheets into Hiro:

1. Timesheets imported into Hiro are either attached to projects, or attached to "job zero" for non-chargeable time (refer here for more info on non-chargeable time).
   
   If importing timesheets onto projects, those projects must exist in Hiro before you start the timesheet import process. You can bulk import your existing projects that were created outside of Hiro by visiting the Import Projects page. - more information about importing projects is available here.
   
   
2. Export your timesheet information from your other software platform in either Excel spreadsheet (*.xlsx) or CSV format. The order of your spreadsheet columns does not matter, but just make sure that the first row contains headings to explain what each column of data represents, and your timesheet data begins on row 2. Each row should represent a single timesheet entry for a particular person.
   
   
3. Within the Settings module in Hiro, navigate to Import Timesheets (you will need to be a Hiro Global Administrator to be able to access this page).
   
   
4. Select your spreadsheet file, then click the "Upload and Analyse" button.
   
   
5. Hiro will read your uploaded file and extract out the headings from row one of your spreadsheet. These heading column values will be displayed on the left.
   
   Adjacent to each spreadsheet heading will be a dropdown menu, for crossmatching your spreadsheet data to Hiro data types. Hiro will try its best to work out what it thinks that type of data is, but you can amend if you need by changing the correlating dropdown.
   
   For example, in the below screenshot, Hiro has interpreted that in column "F" of the uploaded spreadsheet, which has a value of "Timesheet Detail" in the heading cell, the timesheet data in column "F" corresponds to Hiro's "Description" timesheet field.
   
   Corresponding values from the first row of data (i.e., row 2 in your spreadsheet) are displayed to the right of each dropdown to further assist you matching your spreadsheet headings to Hiro's timesheet data types.
   
   
   
   
6. Once you've matched up your spreadsheet headings to the timesheet data types, click the "Import Timesheets" button at the bottom of the page.

Mandatory Fields

The following fields must be selected for importing from your spreadsheet:

• Name of person who entered timesheet
  Each timesheet record must include the name of the person who entered it. This person must already have a user account in Hiro.
  
  The user account doesn’t need to be active. For example, if you're importing historical project data, including the name of someone who has since left your organisation, you'll need to create a valid user account for them, which can be marked as inactive. Inactive accounts do not incur subscription fees.
  
  We recommend using the Import Users page before importing timesheets. This ensures your staff directory is up to date in Hiro, allowing you to import users and mark their accounts as inactive by setting a termination date.
  
  
• Date
  The date the timesheet was originally entered. Dates must be in UK/Australian format - i.e., with the month occuring after the day not before.
  
  
• Project - Enquiry Number, Job Number, or Custom Project Number
  All timesheets in Hiro must be attached to either an enquiry or a job, or be marked as "non-chargeable" using Hiro's in-built "job 0". You can learn more about these types of projects in this article.
  
  The enquiry or job number in your spreadsheet must match a project that already exists in Hiro. You can use the Import Projects page to upload your historical project information in one go.
  
  Hiro job numbers are integers that automatically increment each time you lodge a new job. You cannot have letters or other non-numeric characters within job numbers. Enquiry numbers are also integers, but are prefixed with a capital "E". Your project numbers in your import spreadsheet must adhere to this convention. You can alternatively specify the custom project number if you use these with your projects in Hiro (learn more here).
  
  If you want to import a timesheet as non-chargeable (i.e., not related to any specific project), enter "0" in the project number field in your spreadsheet.
  
  
• Quantity / Units / Hrs
  A number that can contain decimal places for the quantity. Leaving this field blank in your spreadsheet will mean your timesheet is imported with "0" as the quantity.
  
  
• Total Amount Charged ($)
  The total dollar amount to be charged for the timesheet as an expense on the correlating project. Hourly charge rates are automatically determined per-timesheet entry by dividing this dollar amount by the quantity. If you specify a non-zero dollar charge amount, but leave the quantity blank, then the quantity will be automatically updated to "1".

All other fields available in the data type dropdowns are optional, and will be left blank on your newly created users if you do not match those data types to headings in your spreadsheet (except for branch and department, refer to next section).

Default Branch and Department

Hiro will ask you to select a default branch and department. Each timesheet must have a department and branch assigned.

If you do not assign one of your spreadsheet headings to the department or branch data type dropdown, the default value is used for your newly created timesheets. Similarly, if you do select a spreadsheet heading for branch/department, but the value for timesheet in your import spreadsheet is left blank, the corresponding default value is used.

If you specify a department or branch value in your import spreadsheet that is not already setup in Hiro, new branches/departments will be created for that value. You can update the details of these newly created branches and departments in the Settings module - within Branches and Departments.

Duplicate Timesheets

❗️ No checks are performed during import whether your timesheet data already exists in Hiro. Be sure to validate that all the data in your spreadsheet represents timesheets that do not exist in Hiro before starting the import process.

Hourly Charge Rate

You do not need to upload hourly charge rate information in your timesheet spreadsheet. Hiro will work out the hourly charge rate for each timesheet by calculating the total amount charged divided by the quantity.

Allocated Invoice Number

You can choose to import your timesheets together with the invoice numbers that those timesheets were previously allocated to outside of Hiro. This ensures that your WIP balance on your projects is accurate ready for your next monthly invoicing cycle.

If you wish to import your timesheets with their allocated to invoice numbers, those invoice numbers must correspond to invoices that already exist in Hiro. We suggest visiting the Import Invoices page to bulk import your historical invoices before importing timesheets.

If you want to additionally specify the name of the internal person who allocated the timesheet to an invoice (i.e. one of your staff members), the name of that person must correlate to a user account that already exists in Hiro. Visit the Import Users page to create user accounts for your team.