Reliable time records can help businesses understand how labor relates to a project’s budget and, where a contract allows, prepare support for time-based invoices. Time entries alone do not create an invoice or prove that every recorded hour is billable. The billing rules, rates, and approval process should be agreed with the client and applied consistently.
Use time entries carefully for project billing
For time-and-materials work, clear records can help a team reconcile hours against the contract, agreed rates, and work performed. Decide whether entries need a project or task reference and who reviews them. Mark billable and non-billable work according to the contract, not by assumption. A manager or finance reviewer should resolve unclear entries before invoicing.
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Tell staff what details to record for each work period.
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Set a regular submission and review cadence that suits your billing cycle.
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Check that recorded hours match the contract and approved work.
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Keep a documented process for corrections and disputed entries.
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Reconcile approved time data with invoices before sending them.
Agree on billing periods and corrections
Time entries may be recorded, submitted, reviewed, and approved at different times. Specify which dates determine the billing period and how late or corrected entries will be handled. If a change affects a client invoice, follow the contract and communicate it clearly. Keep a record of the original entry, correction, reason, and approval where appropriate.
Use time records as one input to project reviews
Project managers may compare actual hours with a plan or budget to identify questions for further review. Those comparisons do not by themselves establish project progress, cost performance, or a final forecast. Methods such as Earned Value Management require additional project scope, schedule, cost, and progress information. Use the method’s definitions and source data rather than treating timesheets as a complete forecast.
ClockHQ supports standard weekly schedules and lets managers compare scheduled hours with actual clock records. Its purpose is staff time tracking; do not assume it records client project tasks, rates, billable categories, invoice line items, or Earned Value metrics.
Preparing payroll information
Time tracking can help organize hours for payroll preparation, but payroll calculations also depend on pay rules, employment arrangements, and the payroll process. ClockHQ provides timesheet and payroll-preparation summaries or exports. It does not process payroll or guarantee compatibility with every payroll provider. Check an export against your payroll workflow before using it.
Choosing a timekeeping process
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Document what employees should record and when.
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Explain how they report missed or incorrect entries.
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Assign a manager to review records and resolve exceptions.
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Check time summaries against the schedule and relevant business records.
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Confirm contractual billing rules and payroll requirements separately.
Key takeaways
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Time records may support project billing when a contract permits time-based charges and entries are reviewed.
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Agree on rates, billable categories, and billing periods with the client; do not assume the timekeeping tool applies these automatically.
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Project forecasting methods need more information than employee time entries alone.
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ClockHQ tracks staff hours, supports standard weekly schedules, and compares scheduled with actual clock records. Project billing and task-level rate management are not claimed here.
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ClockHQ offers timesheet and payroll-preparation summaries or exports, but does not process payroll or promise compatibility with every provider.
About ClockHQ
ClockHQ’s published pricing is AUD $7.95 per month per business, or AUD $59.40 per year billed annually (equivalent to AUD $4.95 per month), with unlimited staff and a 14-day trial without a credit card. Check the website for current pricing and terms.
FAQ
Can time records support a project invoice?
They can provide supporting information when the contract permits time-based billing. Review entries against the agreed scope, rates, and approval process before invoicing.
Does ClockHQ create project invoices or track billable rates?
Those features are not verified. ClockHQ provides staff time records and payroll-preparation summaries or exports; do not assume it creates invoices or assigns project rates.
Can timesheets alone forecast a project’s final cost?
No. Forecasting requires other project information, such as scope, schedule, budget, and progress, and should use a defined method.
Does ClockHQ process payroll?
No. It provides timesheet and payroll-preparation summaries or exports; provider compatibility should be confirmed.