Overview

This How-to guide provides an overview of the processes for entry of timesheets (“Invoices” within the Expert360 platform)

For this User Guide, the contractor is Pam Beesly, the project is called ‘How to put through a timesheet on the Expert360 Platform’ and the Client Timesheet approver is Jane Smith at Expert360 Timesheet Co.

Timesheet Entry

Step 1

You will be welcomed to your My Dashboard page.

Step 2

To enter your timesheet, click on the Payments tab in the top menu bar and click on the New Invoice button.

You will be prompted to select the project for which you are recording time:

If you are assigned to more than one project, you can select each project and record your time against each individual project.

Step 3

Select the period for your timesheet. The last timesheet period will show under “Last Invoicing Period” to support you to not miss a timesheet period.

For the example below, we will be entering a timesheet for the working week from Mon 6th – Tue 10th June.

NOTE || Expert360 operates on a weekly timesheet that follows the week, Monday to Sunday. There will be no changes to timesheet deadlines which are still due at 10am on Monday for the previous week.

IMPORTANT || When raising timesheets for periods that cross over months (i.e Mon 30th May – Friday 3rd June) you will need to raise two timesheets:

1. Timesheet for Monday 30th, Tuesday 31st May (2 working days)

2. Timesheet for Wednesday 1st – Friday 3rd June (3 working days)

Step 4

Once the period is selected you will be presented with the Timesheet entry screen.

Record the time you worked; you can enter notes as required.

Time can be recorded in 0.05 units for Daily rates (as above) and 0.05 for hourly rates. Reasonableness checks are in place to help you get your timesheet correct.

IMPORTANT

For

Daily rates please enter time in 0.25 increments (2 hours/quarter of a day)
Hourly rates please enter time in 0.25 increments (15 minutes)

Step 4 (continued)

NOTE || Notes you enter will be visible to the client if there is time recorded. In the above screen, the client will not see the “Off Sick” comment for Tuesday 9 November as there is no time recorded.

Step 5

The other fields on the Timesheet screen are for your information. They provide you with the option to record a personal reference under “Internal Reference Number”; and provide a general comment to the client for their approval.

NOTE || The fields are not being used by NZ Experts are:

Total Cost - noting the value of the work on the Timesheet; and
Invoice As – your monthly BGI will be created for your trading entity

Once you have completed your timesheet click Preview Invoice.

Step 6

You will be presented with a summary of your Timesheet to review. Check the highlighted items and either Edit to return to Step 4 and Step 5 or Submit to complete your timesheet.

Step 6 (continued)

Once you press Submit you will get a confirmation screen that your timesheet has been submitted for approval:

Step 7

Your timesheet will be given an “invoice” number and will be Pending until approved:

Your Timesheet approver will receive an email to either Approve or Decline the Timesheet.

Step 8

Any action required in this step will be dependent on whether the client approves or declines your timesheet. If the client declines your timesheet, you will need to complete Step 8B.

Step 8A – Timesheet Approved

Once the timesheet is Approved you will see this as Submitted In your Expert360 portal. No email is sent if the Timesheet is approved.

Step 8B – Timesheet Declined

If the client Declines the timesheet, you will receive an email to advise.

Pressing on Edit Invoice will take you to the following screen:

When you press Edit Timesheet you are returned to the Timesheet screens to update Timesheet using Step 4 through Step 6.

Alternatively, you can access the Timesheet directly within your Expert360 portal.

Step 9 – Next steps

Once your timesheet has been approved, your invoice will move through the following stages:

Submitted to Expert360 for Review
Sent to client for approval
Invoice approved by the client
Payment made

You can easily follow the stages by clicking on the invoice where you can see the expected payment date or from your payments dashboard.

At any point, if you have any enquiries, you can contact Expert360 at [email protected]

Alternatively, you can also send us a message on our website through our ‘Intercom’ customer support channel located in the bottom right corner of your browser.