Summary
This article will summarize the features of the Timesheet Tab in your ServiceBox settings. This tab allows you to customize your ServiceBox timesheets. To navigate to the Timesheet Tab:
- Navigate to Settings: Click on the arrow beside your username, then select Settings from the dropdown menu.
- Access the Timesheet Tab: In the Settings menu, select the Timesheet tab.
What is a ServiceBox Timesheet?
ServiceBox Timesheets will optimize your payroll processing, providing a place where your employees can log the hours they work within a pay period for your company. Accessed on the left-hand menu of your ServiceBox page, the Timesheet section allows employees to indicate the day, description, and amount of hours they work throughout a pay period. Employees can also indicate their out-of-pocket expenses to be reimbursed.
Timesheet Tab: Timesheet Items
Navigate to Settings -> Timesheet -> Timesheet Items
Initialize Timesheets
Click Initialize Timesheets at the top of this section to define your timesheet period (weekly, bi-weekly, semi-monthly).
By clicking on "Initialize Timesheets" at the top of this subsection, you can customize your work week to define your Timesheet period type, whether it's weekly, bi-weekly, semi-monthly, according to your pay period.
The Timesheet Items subsection also allows you to customize Timesheet Item Types. This screen is shown in the following screenshot.
Customize Timesheet Item Types
These Timesheet Item Types are extra items that you can allow an employee to use when adding time to their timesheet. By default the timesheet is an aggregate of all time entered into a Work Order for a period, but there are times where a company wants their employees to charge time for internal company tasks. For example: Office Work, Shop Time, etc. To add new time you would need the following:
- Name: Label for the time category (e.g., "Admin Time").
- Description: Provides clarification about the timesheet item.
- Allow OT: Check this box if the item allows overtime logging.
Expense Types:
This section allows you to add a section in your timesheets for your technicians to include out-of-pocket expenses (gas, food, etc.) to be reimbursed at a later date.
Add New Expense Type:
- Click on the empty text box under Expense Name.
- Enter a name for the expense category (e.g., "Travel" or "Supplies").
- Click the green checkmark to save the new expense type.
Timesheet Tab: Timesheet Note
Navigate to Settings -> Timesheet -> Timesheet Note
This subsection allows you to include an additional note that is shown on your timesheets. This is a helpful feature if there are special instructions you would like your employees to abide by when completing their timesheets. For example, in the screenshot below, this ServiceBox user has directed his employees to complete their timesheets each week, and to file their timesheets by noon on Mondays.
- Add a Note: Use the text editor to enter instructions or reminders, such as "Submit timesheets by Monday, 12 noon."
- Save: Click Save to apply this note to all timesheets.
Timesheet Tab: Email Settings
Navigate to Settings -> Timesheet -> Email Settings
This subsection is utilized when you want to be able to send your employees timesheets as a PDF to a specific email address, including an email body to add additional information and instructions.
Configure Email Settings:
- Send email on submission of timesheet: Enable to send timesheet submission notifications.
- Email To and BCC: Specify recipients for the notification email.
- Subject: Customize the subject line using placeholders for employee or timesheet details.
- Email Body: Personalize the message with placeholders to include submission specifics.
An example is shown in the following screenshot.
Timesheet Tab: Print Settings
Navigate to Settings -> Timesheet -> Print Settings
In this subsection includes, by checking the box to enable "Print timesheet item notes", your timesheet notes will be included when printing your timesheets.