Activity report and timesheets

From booked project times, teamspace produces two kinds of evidence. They serve different purposes:

Activity report – the automatic listing of hours worked that accompanies every invoice. It shows the client what is being billed.
Timesheet – a review-and-approval record with its own workflow, before hours are billed or sent out.

Activity report

The activity report is created automatically for each invoice from the billable project times of the period. Before sending, you can still edit it (e.g. smooth the wording or remove individual items). For a plain record without an invoice, download it under Time tracking → Project times via the actions as a PDF or Excel report.

Timesheet with approval

If a responsible person is to sign off the hours before billing, you use the timesheet:

Employees book their project times as usual.
The timesheet is created – manually in the project or via the approval box under Activities → Project times.
The approver (e.g. project manager) receives a notification in the My projects tile; a small clock on the project preview signals that a time approval is pending.
The approver opens the timesheet, reviews it and approves.
Once approved, the timesheet can be sent (to the client if applicable) and the invoice created.

Project sidebar Project time with Approval required and the menu New timesheet (All, Month, Last week) — 1 Create the timesheet – in the project via **New timesheet** (all, month or week).

My projects tile with the Time approval filter and a project showing a pending time approval (small clock) — 2 In **My projects**, the approver sees the pending approval (small clock).

Timesheet in the Preview tab with the PDF and the action Submit for review — 3 Open the timesheet, review it and **submit for review**.

Approval rules

How approval works is governed by a time-approval rule on the project or project type:

Project-based – all hours are approved together (e.g. at the end of the project).
Employee-based – everyone has their hours signed off by their manager at regular intervals (e.g. weekly).

If you store the rule in the project type, new projects adopt it automatically. A rule can also be added manually in the project master data.

Project master data, Assignments section with the Timesheet rule field (Rule 1) — 1 On the project (or project type), assign the **timesheet rule**.

Timesheet rule dialog with title, creator and reviewer (project role Responsible) and the Per project option — 2 Define the rule: **creator/reviewer** and whether it is per project or per employee.

Notes

After approval or billing, the associated project times are no longer editable – this protects the record.
Which bookings are billable is governed by the category of the booking (see Book project times).
For full protection against subsequent editing, additionally use locking.

Common questions & needs

You want to …	How to
Show the client what is being billed	The activity report is created automatically for each invoice from the billable project times of the period.
Download a record without an invoice	Under Time tracking → Project times, output it via the actions as a PDF or Excel report.
Adjust the record before sending	Edit the activity report before sending (smooth the wording, remove items).
Have hours signed off before billing	Create a timesheet – manually in the project or via the approval box under Activities → Project times.
Spot a pending approval	A small clock on the project preview in the My projects tile signals a pending time approval.
Define how approval works	Via the time-approval rule on the project/project type: project-based (together) or employee-based (at regular intervals).
Control which hours are billable	Via the category of the booking (see Book project times).
Protect records against change permanently	Additionally use locking.

Book project times (with video) Time tracking How-to
Lock time entries Time tracking How-to
Timesheets · Activity report