What this feature does and when to use it?
Recruit CRM's Timesheets feature helps you track, manage, and approve contractors' working hours. Once enabled, contractors can submit timesheets for approval, making payroll and client billing more accurate and efficient.
This feature is useful when you want to:
Track working hours for contract staff.
Configure pay rates, bill rates, and approval workflows.
Automate pay and bill calculations using rule templates.
Process payroll and client billing more accurately.
Please note:
This feature is currently in Beta and can be enabled upon request. Please get in touch with your Account Manager to enable it for your account.
Timesheets can only be enabled for Contract and Contract-to-Permanent jobs.
Candidates in the Applied stage cannot have timesheets enabled.
How to enable timesheets for an individual candidate
1. Go to Jobs and open a job with the Contract or Contract-to-Permanent job type.
2. Scroll to the Candidate Pipeline and click Enable Timesheet on the candidate's card.
3. In the Enable Timesheet window, enter the required details to configure timesheet tracking for the candidate.
Field | Description |
Job Start Date | The start date of the job contract. |
Job End Date | The end date of the job contract. |
Rate Type | Choose whether the contractor is paid and billed Per Hour or Per Day. Per Hour is selected by default. |
Timesheet Frequency | Choose how often timesheets should be submitted:
|
Start Of The Week/ Start of The Month | You can choose any day from Monday to Sunday if the timesheet frequency is set to weekly or bi-weekly, / select any date of the month if the frequency is set to monthly. |
Timesheet Approver | Person responsible for reviewing and approving submitted timesheets. |
Pay Rate | The rate paid to the candidate, per hour or per day depending on the selected Rate Type |
Bill Rate | The rate you’ll bill your client per hour of the candidate’s work. When Margin or Markup is selected, the Bill Rate is calculated automatically based on the selected value. |
Calculate Charge By | Choose how the Bill Rate should be calculated: Fixed Rate, Margin, or Markup. |
Margin | The desired profit margin used to automatically calculate the Bill Rate. |
Markup | The desired markup on the Pay Rate used to automatically calculate the Bill Rate. |
Work Schedule | Select the contractor's working days. Any day not selected is treated as a day off. Used when creating and managing day-based timesheets. Only applicable when Rate Type is set to Per Day. |
Per Day timesheets don't use a Pay and Bill Rule Template. Only the Work Schedule shown above applies. If Rate Type is set to Per Hour, continue configuring a Rule Template as described below.
How Bill Rate is calculated
Fixed Rate: Enter the Pay Rate and Bill Rate directly.
Margin: Enter the desired profit margin, and Recruit CRM automatically calculates the Bill Rate. The value can be between 0% and 99% and cannot be a negative value.
Markup: Enter the desired markup on the Pay Rate, and Recruit CRM automatically calculates the Bill Rate. The value can be between 0% and 10,000% and cannot be a negative value.
For example:
Pay Rate | Calculation | Bill Rate |
$10 | 50% Markup | $15 |
$10 | 50% Margin | $20 |
Please note: The Margin and Markup fields are used based on the option selected under Calculate Charge By. When Fixed Rate is selected, the Pay Rate and Bill Rate can be entered directly.
Configure Additional Settings (Optional)
Make Remark Mandatory on Timesheet – Enable this option to require a remark for every time entry logged in a timesheet.
Enable Expense Claim – Enable this option to allow contractors to submit expense claims through the Contractor Portal for reimbursement.
Please note:
If pay and bill rates are already configured for the job, they'll be pre-filled.
The previously selected approver, frequency, and start day/date will also be pre-populated and can be updated if needed.
Existing jobs will continue to use Fixed Rate, so existing rate configurations will not be changed.
Margin, Markup, and Calculate Charge By are also available in relevant job and timesheet workflows, including the Job Add/Edit form, Job Details, Job List, Timesheet views, exports, filters, APIs, Workato, and Zapier integrations.
Rate Type is also available in relevant Job views, filters, exports, imports, and APIs.
Changing the Rate Type after timesheets have been created only affects newly created timesheets going forward, existing timesheets keep using the Rate Type they were created with.
3. If you are enabling the timesheet for Per Day Rate Type, then you can next select the working days under the Working Schedule section.
If you are enabling the timesheet for Per Hour Rate Type, click Insert Pay and Bill Template, then select an existing template from the dropdown. You can also click Create New Template directly from the Rule Template dropdown to create a new template without navigating to Admin Settings. This option is available based on your role and permissions.
4. Once selected, review the automatically populated rules. You can modify the template or add custom rules, such as overtime or shift rules, without affecting the original template.
5. Click Enable to activate timesheets for the candidate.
6. Once enabled, the Timesheet icon next to the candidate turns green, indicating that timesheets are active.
How to enable timesheets for multiple candidates
1. Open the required Contract or Contract-to-Permanent job. Scroll to the Candidate Pipeline and click View All Candidates.
2. Select the candidates you want to enable timesheets for.
3. Click Enable Timesheet from the bulk actions menu.
4. Complete the required details, insert a Pay and Bill Template, make any necessary changes, and click Enable.
Timesheets can also be enabled through Deals:
How to verify that timesheets are enabled
Once timesheets are enabled, the Timesheet icon next to the candidate's name turns green, indicating they are active.
You can view this icon on the Candidate List page for the job. If it's not visible, enable the Timesheet field from your view settings.
If any selected candidates are not eligible for timesheet activation, you will see an error message before proceeding.
Candidate is in applied stage – Timesheets can only be enabled for candidates who are not in the applied stage.
Timesheet is already enabled – This indicates that a timesheet is already active for the selected candidate.
Troubleshooting
Problem: The Enable Timesheet option isn't available.
Problem: The Enable Timesheet option isn't available.
Likely Cause: The job isn't configured as a Contract or Contract-to-Permanent job, or the candidate is in the Applied stage.
What to Check: Verify the job type and the candidate's current pipeline stage.
Resolution: Update the job type if required and move the candidate beyond the Applied stage before enabling timesheets.
FAQs
What is the difference between Margin and Markup?
What is the difference between Margin and Markup?
Markup is the percentage added to the Pay Rate to calculate the Bill Rate.
For example, a $10 Pay Rate with a 50% markup results in a $15 Bill Rate.
Margin represents the percentage of the Bill Rate that is profit.
For example, a $10 Pay Rate with a 50% margin requires a $20 Bill Rate.
Conclusion
The Timesheets feature makes it easy to manage contractor time tracking by enabling timesheets individually or in bulk, configuring approval workflows, and automating pay and billing calculations through reusable rule templates.