Spent report and time tracking

Recording spent time or value

When the estimate tracker is enabled (Configuration → Features), every work item shows Estimated and Spent with a progress bar: blue, amber from 90 %, red over 100 %. Depending on the configured Display mode the values are hours and minutes, a decimal value with a units name, or a currency value labelled with the workspace currency from Regional settings.

Spent is recorded on tasks and subtasks only. A project or a phase takes no spent of its own: its tracker shows Spent on its tasks, the total of everything below it, and you cannot add to it or change it there. To correct a project's figure, change the time on the task it belongs to, or log it on a task made for it (for example "Adjustments"), so every hour in the report has a task.

• Add spent (the + button, on a task or subtask) adds Hours / Minutes or an Amount to the total. Every addition is a dated entry in the ledger, attributed to you. Adding spent to a Draft or Open item moves it to In Progress.
• Change total spent overwrites the total; it needs the change spent value permission and is recorded as a correction entry, so the history stays complete.
• Estimated is editable with the estimate work permission.
• The weekly timesheet shows your week of time by item and day, and fills in a day you missed on its own date.

The timer

When the tracker shows hours and minutes, a task or subtask you may edit has a timer button beside Add spent, and another beside its edit button in the work items list. Start the timer starts it. The timer box in the top bar turns green and shows how long it has run; open it to go to the item or to Stop the timer.

With no timer running, the same box finds a task to time: type in its search to list the active project's tasks and subtasks you may edit, and pick one to open it with the timer running. Add new task starts the timer at once and asks whether the new item is a task or a subtask (a subtask needs its task); the time counts from that click and is recorded when you save the new item. Leave it unsaved and nothing is recorded.

If you installed the app on your phone or computer, touch and hold its icon (Android) or right-click it (computer) and choose Timer: the app opens with the timer box open, on the running timer or on its search. Signed out, it opens there after you sign in. iPhone and iPad do not offer this shortcut.

• One timer runs at a time: starting it on another item stops the first and records its time.
• The timer is kept on the server, so it keeps running when you reload, sign out or move to another device.
• Stopping records the time on the item like Add spent, to the nearest minute. A timer that runs past midnight in the workspace's time zone records one entry for each day; one stopped within half a minute records nothing.
• If the item is no longer yours to edit when you stop, nothing is recorded, and the message says how long it ran so you can log it where you still can. Deleting the item removes its timer.
• A timer nobody stops is stopped after 24 hours, with 24 hours recorded, and a notification tells you to check it.
• Your timer is yours alone: nobody else sees it.

The report

Reports → Spent report (needs the view the spent report permission) lists the ledger entries that match the filters: Date range (the current month by default), Customer group, Customer, customer custom fields marked Filter applies, Logged by, project, Status and Tags. Customer filters are hidden when the Customers feature is off.

• Table — columns Date, Task #, Summary, Customer, Customer group, Logged by, Project, Phase, Task and Time spent / Value spent (negative for corrections). Group by Customer, Customer group, Logged by, Project, Phase or Task shows subtotals per group. The cards above give the Total time spent and the number of Entries.
• Charts — spent per day, by customer, by user, by project and the top tasks.
• Export to spreadsheet downloads an OpenDocument spreadsheet (.ods) with every matching entry. The table on screen is capped; the export is not.

Charges

With the see financial information permission the report also works out what the filtered entries are worth at each customer's fees (see Customers). The cards Charged to groups and Charged to customers give the totals, and the receipt button next to them opens the breakdown: one line per invoicee with Invoice to, Name, Fees type, Rate, Basis and Charge. The export gets a second Charges sheet with the same lines. When the workspace has a currency, its code follows the totals and heads the Rate and Charge columns — on screen, in the export and in the statements.

Who is invoiced depends on the customer's Fees type:

• A customer with their own fees is charged for the whole amount.
• A customer with Apply group fees is charged nothing for the group's fees — that amount is invoiced to the Customer group once, over the activity of all its members. Their Additional fees, when set, are invoiced to the customer separately, in the same unit as the group's fees (marked additional fees in the breakdown).
• Do not apply charges nothing; a group that does not apply fees charges nothing for its members either.

Only customers and groups with at least one entry in the filtered set appear, and the charges use the fees as configured today.

A task of a billable extra type first closed within the Date range adds a line of its own, Billable extra, at the task's price. It is always invoiced to the task's customer, also when the customer follows the group's fees, and it counts even if nobody logged time for that customer in the period. A task closed again later is still charged in the period it was first closed in. Filtering by who logged the time leaves extras out.

Statements per customer

The receipt button in the toolbar opens Charge statements: one statement per customer or customer group for the period the report is showing. Each one lists the work done for them, what it consumed, and what is charged, and downloads as a PDF to send or a spreadsheet to adjust. All statements (PDF) puts every one in a single file, a page each; All statements (spreadsheet) gives a sheet each.

A statement is exactly the report you are looking at, cut to one customer — so every filter you set narrows it too, not just the Date range printed on it. A customer with work but no fees still gets a statement; it says that nothing is charged for the period. Billable extras are lines of their own under the customer's charges.

Each statement you download is recorded with its period and its total. Next time, each customer shows its previous statement under its name, Previous statement: 1/9/2026 – 30/9/2026, ARS 1,250.00, and the statement prints the same line.

The total of the work done gives the time in hours and minutes and, in brackets, in decimal hours, the unit an hourly fee is charged in: 20:03 is 20 hours 3 minutes, or 20.05 h.

On a trial, the workspace's first statement also shows the day the trial ends. An administrator sees Keep doing this after it, which opens the license; anyone else is asked to talk to an administrator. It shows once, and never on a paid license.