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Time Tracking

Time tracking in PSA captures billable and non-billable hours worked on tickets, projects, and internal tasks. Tracked time flows directly into invoicing and reporting.

Logging Time on Tickets​

Stopwatch Timer​

The fastest way to track time on a ticket:

  1. Open the ticket detail view
  2. Click the timer icon in the left sidebar
  3. Work the issue — the timer runs in the background
  4. Click the timer again to stop
  5. PSA records the elapsed time as a time entry on the ticket

The active timer persists across page navigation. A timer indicator appears in the top bar so you always know when a timer is running.

⚠️

Only one timer can be active at a time. Starting a new timer pauses the current one. Remember to stop your timer when you finish — open timers continue accumulating.

Manual Entry​

Add a time entry without using the stopwatch:

  1. Open the ticket and click Add Time Entry in the activity panel
  2. Enter the start time and end time (or duration)
  3. Add a note describing the work performed
  4. Select the work type (e.g., Remote Support, On-Site, Travel)
  5. Set the billable flag
  6. Save

Quick Time Entry​

From the Time Tracking page, add time without navigating to a specific ticket:

  1. Go to Time Tracking in the main navigation
  2. Click + New Time Entry
  3. Search for and select the ticket or project
  4. Enter the duration and details

Billable vs. Non-Billable Time​

Each time entry has a billable flag:

TypeWhen to useInvoice impact
BillableClient-facing work covered by hourly agreementsFlows to invoices
Non-billableInternal work, training, meetings, admin tasksExcluded from invoices

The default billable setting can be configured per work type. For example, "Remote Support" defaults to billable, while "Internal Meeting" defaults to non-billable.

Time Entry Notes and Work Types​

Every time entry should include:

  • Note — brief description of work performed (visible on invoices if billable)
  • Work type — categorizes the activity for reporting and billing rates

Configure work types at Admin → Work Types. Common types:

  • Remote Support
  • On-Site Support
  • Travel
  • Project Work
  • Internal Meeting
  • Training
  • Administrative

Each work type can have a default billing rate, which determines the line item amount on invoices.

Timesheets​

The Timesheet view (Time Tracking → Timesheet) shows a weekly grid of time entries:

  • Rows represent days of the week
  • Columns show tickets/projects with time logged
  • Total hours per day and per week display at the bottom
  • Color indicators show billable vs. non-billable split

Technicians fill out their timesheets daily or at end of week. The Day Checkout feature prompts technicians to review and round their time entries at the end of each day.

Time Rounding​

PSA supports automatic time rounding:

  • Default: round to nearest 15 minutes (0.25 hours)
  • Configurable: 6 minutes (0.1 hours), 15 minutes, or 30 minutes
  • Rounding applies on save or during the Day Checkout review
ℹ️

Time rounding is configurable at the organization level. Go to Admin → Organization Settings → Time Tracking to change the rounding increment.

Time Approval Workflows​

For organizations that require manager approval before time is billed:

  1. Enable time approval at Admin → Organization Settings → Time Tracking
  2. Technicians submit their timesheets for approval
  3. Managers review pending entries in the Approval Queue (Time Tracking → Approval Queue)
  4. Approve or reject individual entries or the entire timesheet
  5. Only approved time entries flow to invoicing

Time Reports​

Access time reports from Time Tracking or Reports:

ReportWhat it shows
UtilizationBillable hours as a percentage of total available hours, per technician
By TechnicianHours logged per person, broken down by billable/non-billable
By ClientTotal hours logged per client, useful for billing reconciliation
By TicketTime spent per ticket, useful for identifying high-effort issues
By Work TypeHours by activity type, useful for understanding where time goes
Weekly SummaryAggregated hours per technician per week

Integration with Books​

Billable time entries feed into the invoicing pipeline:

  1. Time entries are logged and (optionally) approved
  2. When generating an invoice, select "Create from Time Entries"
  3. PSA lists all uninvoiced billable time for the selected client
  4. Select which entries to include
  5. The invoice is created with line items showing date, description, hours, and rate
  6. Once the invoice syncs to Books, the GL entries are posted automatically

See Invoice Generation for the full invoicing workflow.

Next Steps​