Report Field Definitions - Timesheets

Timesheets are very important when it comes to running projects. They give you visibility over who’s worked on what, how long it took, and how it all ties into billing, forecasting, and project tracking.

WorkGuru has a suite of timesheet reports to help you cut through the noise and get a proper break-down of the data. Some are detailed pivots, others are quick summaries for a fast overview. All of them are there to give you better control and confidence in how your team’s time is being spent.

TIMESHEET REPORTS

• Timesheets Pivot Report

• Timesheets Pivot Report (Simplified)

• Daily Timesheet Summary

• Daily Timesheet Summary by Staff

• Staff Forecast Capacity Report

• Task Completion Status by Date

• Task and Time Forecast vs Actuals by Project Start Date

• Task and Time Forecast vs Actuals by Task Start Date

• Production Jobs Timesheet Pivot Report

• Staff Activity Lines Pivot

• Staff Task Assignments Pivot Report

• Timesheets Billing Report

  
  

  ---

  Timesheets Pivot Report

  This is the “full toolbox” timesheet report. It’s a pivot table that pulls in all the details, giving you flexibility to slice and dice timesheet data however you like. If you need the most comprehensive look at your team’s logged hours, this is a great option.

  Field	Notes/Expected Values	Description
  APPROVALDATE	DD/MM/YYYY	timesheet approval date
  APPROVER	staff	approving user
  BILLABLE	(yes/no)	billable status
  BILLABLELENGTH	hour/minutes	timesheet billable length (differs from actual length)
  BILLABLERATE	dollar value	task sell rate (if invoicing by staff billable rate, this is staff billable rate x timesheet hours)
  BILLABLEVALUE	dollar value	task sell rate x timesheet hours (if invoicing by staff billable rate, this is staff billable rate x timesheet hours)
  CLIENT	name	transaction client (non-billing client)
  CLIENTPURCHASEORDER	text	transaction 'Client PO' field
  COST	dollar value	staff hourly rate x timesheet length (also affected by task cost multiplier field value - 0 = no cost, 1 = default cost, also affected by pricing tiers as well), if no staff rate exists, fall back to task cost rate
  CREATIONDATE	day/month/year	timesheet creation date
  FINISHDATE	DD/MM/YYYY	timesheet finish date
  FINISHTIME	local time (24h)	timesheet finish time
  ISOCREATIONTIME	HH/MM/SS UTC	timesheet creation time
  ISODATE	YYYY/MM/DD	timesheet date
  LENGTH	hour/minutes	timesheet length
  LENGTHVARIATION	hour/minutes	timesheet length variation between actual/billable hours
  NOTE	text	timesheet notes field
  PAYROLLCODE	text	user settings Payroll system ID
  PHASE	text	project phase
  PROJECTGROUP	text	project group name
  PROJECTNAME	text	transaction name
  PROJECTNO	numerical value	transaction number
  PROJECTSTATUS	text	in progress, custom status, etc
  REPORTINGCATEGORY1	text	Xero tracking category tied to transaction (if enabled and imported from Xero)
  REPORTINGCATEGORY2	text	Xero tracking category tied to transaction (if enabled and imported from Xero)
  STAFF	text	timesheet user
  STARTDATE	day/month/year	timesheet start date
  STARTTIME	local time	timesheet start time
  STATUS	draft/approved	timesheet status
  TASK	text	task name
  TASKACTUALCOST	dollar value	staff rate x hours
  TASKACTUALQTY	hours/minutes	non-billable hours
  TASKACTUALVALUE	dollar value	task invoiced value
  TASKBILLABLESTATUS	text		non-billable/billable
  TASKDESCRIPTION	text		task description field
  TASKFORECASTCOST	dollar value		project edit screen task forecast cost x forecast quantity
  TASKFORECASTQTY	numerical value		project edit screen task forecast quantity
  TASKFORECASTVALUE	dollar value		project edit screen task forecast sell rate x forecast quantity
  WAREHOUSE	text		warehouse assigned to project

  ---

  Timesheets Pivot Report (Simplified)

  Think of this as the leaner version of the full pivot. It drops some of the heavier detail, so it’s easier to get a quick look without wading through fields you might not always need. Perfect if you just want the essentials.

  Field	Notes/Expected Values	Description
  APPROVALDATE	YYYY/MM/DD	timesheet approval date
  APPROVER	text	user who approved timesheet
  BILLABLE	(yes/no)	billable status
  BILLABLELENGTH	hour/minute	timesheet billable length (differs from actual length)
  CLIENT	text	transaction client (non-billing client)
  COST	dollar value	staff hourly rate x timesheet length (inclusive of task cost multiplier field value - 0 = no cost, 1 = default cost), if no staff rate exists, fall back to task cost rate
  CREATIONDATE	DD/MM/YYYY	timesheet creation date
  FINISH	local time (24h)	timesheet finish time
  FINISHDATE	YYYY/MM/DD	timesheet finish date
  ISODATE	YYYY/MM/DD
  LENGTH	hour/minutes
  LENGTHVARIATION	hour/minutes	timesheet length variation between actual/billable hours
  NOTE	text	timesheet notes field
  PAYROLLCODE	text	user settings Payroll system ID
  PROJECT	text	transaction number and name
  PROJECTGROUP	text	project group name
  PROJECTNAME	text	transaction name
  PROJECTNUMBER	numerical value	transaction number
  REPORTINGCATEGORY1	text	Xero tracking category tied to transaction (if enabled and imported from Xero)
  REPORTINGCATEGORY2	text	Xero tracking category tied to transaction (if enabled and imported from Xero)
  STAFF	text	timesheet user
  START	hour/minutes	timesheet start time
  STARTDATE	DD/MM/YYYY	timesheet start date
  STATUS	text	timesheet status (draft, approved, etc)
  TASK	text	task name
  WAREHOUSE	text	project warehouse

  ---

  Daily Timesheet Summary

  Need to see who worked when, at a glance? This report lines timesheets up by day so you can easily spot trends, busy periods, or gaps. It’s quick, straightforward, and especially useful for daily check-ins or payroll prep.

  Field	Notes/Expected Values	Description
  DATE	YYYY/MM/DD	timesheet date
  DAY	numerical value	day of month
  DAYOFWEEK	text	day name
  FINISHTIME	local time (24h)	timesheet finish time
  ISODATE	YYYY/MM/DD	timesheet date
  ISOWEEKCOMMENCING	YYYY/MM/DD	grouping by week
  MONTH	text	timesheet month
  QTR	numerical value	quarter
  STARTTIME	hours/minutes	timesheet start time
  TOTAL	dollar value	total timesheet cost
  TOTALTIME	hours/minutes	total timesheet length
  TSDATE	day/month/year	timesheet date
  USER	text	timesheet user
  USERISACTIVE	text	user active status
  WEEKCOMMENCING	numerical value	grouping by week
  YEAR	numerical value	timesheet year

  ---

  Daily Timesheet Summary by Staff

  This one breaks it down by person instead of just by day. It’s great for spotting patterns in individual workloads and making sure no one’s over (or under) capacity. Since it’s date-column heavy, it works best when expanded using the dropdown for clarity.

  (No individual fields are included in this report - upon running the report it will display staff + daily columns and related information like hours/tasks)

  ---

  Staff Forecast Capacity Report

  Ever wondered how much time your staff should have available compared to what’s booked in? This report shows staff capacity based on task lines, giving you a forecast of workload. It defaults to 8 hours per day if no weekly capacity is set, so it’s an easy way to keep resourcing realistic.

  (Like the Daily by Staff report, this one has now fields to use.)

  ---

  Task Completion Status by Date

  Here’s where you can see which tasks were meant to be wrapped up and which actually were. It highlights hours worked, completion dates, and variances, so you can quickly spot delays or celebrate on-time finishes.

  Field	Notes/Expected Values	Description
  ACTUALHOURS	hours/minutes	Actual timesheet hours
  CLIENT	text	transaction client (non-billing)
  COMPLETEDDATE	DD/MM/YYYY	task completed date
  DESCRIPTION	text	task description
  ENDDATE	DD/MM/YYYY	task end date
  FORECASTHOURS	hours/minutes	task forecast quantity
  PROJECTNAME	text
  PROJECTNO	text
  STAFF	text	timesheet user
  STARTDATE	DD/MM/YYYY	task start date
  STATUS	text	task status
  TASK	text	task name
  TEAMS	text	task teams if assigned
  VARIANCE	hours/minutes	timesheet length variation between actual/forecast hours

  ---

  Task and Time Forecast vs Actuals by Project Start Date

  This report compares what you planned versus what actually happened for tasks linked to projects that started in your chosen period. It’s ideal for spotting trends, checking efficiency, and making sure your project forecasts stay realistic.

  Field	Notes/Expected Values	Description
  ACTUALHOURS	hours/minutes	Actual timesheet hours
  CLIENT	text	transaction client (non-billing)
  COMPLETEDDATE	DD/MM/YYYY	task completed date
  DESCRIPTION	text	task description
  ENDDATE	DD/MM/YYYY	task end date
  FORECASTHOURS	hours/minutes	task forecast quantity
  PROJECTNAME	text	transaction name
  PROJECTNO	text	transaction number
  STAFF	text	timesheet user/hours worked
  STARTDATE	DD/MM/YYYY	task start date
  STATUS	text	In Progress, Completed, etc
  TASK	text	task name
  TEAMS	text	task assigned team
  VARIANCE	hours/minutes

  ---

  Task and Time Forecast vs Actuals by Task Start Date

  Much like the previous report, but this one tracks time by task start date instead of project start. It’s perfect if you want a more granular view of how tasks are performing versus expectations.

  Field	Notes/Expected Values	Description
  ACTUALHOURS	hours/minutes	actual timesheet hours
  CLIENT	text	transaction client (non-billing)
  COMPLETEDDATE	DD/MM/YYYY	task completed date
  DESCRIPTION	text	task description
  ENDDATE	DD/MM/YYYY	task end date
  FORECASTHOURS	hours/minutes	task forecast quantity
  PROJECTNAME	text	transaction name
  PROJECTNO	numerical value	transaction number
  STAFF	text	timesheet user/hours worked
  STARTDATE	DD/MM/YYYY	task start date
  STATUS	text
  TASK	text	task name
  TEAMS	text	task assigned team
  VARIANCE	hours/minutes

  ---

  Production Jobs Timesheet Pivot Report

  If your focus is production jobs, this report is your go-to. It’s a pivot table that brings in all timesheets related to production, giving you insight into hours, costs, billable amounts, and overall performance.

  Field	Notes/Expected Values	Description
  APPROVALDATE	DD/MM/YYYY	timesheet approval date
  APPROVER	text	timesheet approval user
  BILLABLE	yes/no	task billable status
  BILLABLELENGTH	hours/minutes	timesheet billable length
  BILLABLERATE	dollar value	task sell rate (if invoicing by staff billable rate, this is staff billable rate x timesheet hours)
  BILLABLEVALUE	dollar value	task sell rate x timesheet hours (if invoicing by staff billable rate, this is staff billable rate x timesheet hours)
  CLIENT	text	If project production job, lists transaction client (non-billing project client)
  CLIENTPURCHASEORDER	text	transaction 'Client PO' field
  COST	dollar value	staff hourly rate x timesheet length (also affected by task cost multiplier field value - 0 = no cost, 1 = default cost, also affected by pricing tiers as well), if no staff rate exists, fall back to task cost rate
  CREATIONDATE	DD/MM/YYYY	timesheet creation date
  FINISHDATE	DD/MM/YYYY	task finish date
  FINISHTIME	hours/minutes	timesheet finish time
  ISCAPITALISED	yes/no	is the time capitalised on the production job
  ISOCREATIONTIME	HH/MM/SS UTC	ISO timesheet creation time
  ISODATE	YYYY/MM/DD	ISO Timesheet creation date
  LENGTH	hours/minutes	actual timesheet length
  LENGTHVARIATION	hours/minutes	variation between actual and billable timesheet length
  NOTE	text	timesheet note
  PAYROLLCODE	text	user settings Payroll system ID
  PHASE	text	If project production job, lists transaction phase that output relates to
  PROJECTGROUP	text	If project production job, lists transaction project group
  PROJECTNAME	text	If project production job, lists transaction name
  PROJECTNO	numerical value	If project production job, lists transaction number
  PROJECTSTATUS	text	If project production job, lists transaction status
  REPORTINGCATEGORY1	text	Xero tracking category tied to transaction (if enabled and imported from Xero)
  REPORTINGCATEGORY2	text	Xero tracking category tied to transaction (if enabled and imported from Xero)
  STAFF	text	timesheet user
  STARTDATE	DD/MM/YYYY	task start date
  STARTTIME	hours/minutes	timesheet start time
  STATUS	text	task status
  TASK	text	task name
  TASKACTUALCOST	dollar value	task cost x actual hours
  TASKACTUALQTY	numerical value	task actual hours
  TASKACTUALVALUE	dollar value	task invoiced value (if project production job only)
  TASKBILLABLESTATUS	text	non-billable/billable
  TASKDESCRIPTION	text	task description
  TASKFORECASTCOST	dollar value	task cost x forecast quantity
  TASKFORECASTQTY	numerical value	task forecast quantity
  TASKFORECASTVALUE	dollar value	task forecast sell rate x forecast quantity (if capitalized)
  WAREHOUSE	text	related warehouse to the production job

  ---

  Staff Activity Lines Pivot

  This pivot report combines timesheets and stock usage for staff in a single view. It’s great for understanding not just hours worked, but also the resources consumed by your team over a period.

  Field	Notes/Expected Values	Description
  BILLINGRATE	dollar value	task sell rate (if invoicing by staff billable rate, this is staff billable rate x timesheet hours)
  COSTRATE	dollar value	staff hourly rate x timesheet length (inclusive of task cost multiplier field value - 0 = no cost, 1 = default cost), if no staff rate exists, fall back to task cost rate
  DATE	DD/MM/YYYY	date of activity
  DAY	numerical value	day of month
  DAYOFWEEK	text	name of day
  DESCRIPTION	text	task description
  LINETYPE	text	line item descriptor (e.g, time sheet, stock usage)
  MONTH	text	month name
  NAME	text	task name/product name
  PAYROLLNO	text	user settings Payroll system ID
  POTENTIALREVENUE	dollar value	potential revenue of the line
  QTR	text	quarter
  QUANTITY	numerical value	product usage/timesheet quantity
  SOURCE	text	source transaction name (e.g. project)
  SOURCENO	numerical value	source transaction number (e.g. project)
  STAFF	text	staff who used product/added timesheet
  TOTALCOST	dollar value	total cost of line item - line item cost rate x quantity
  YEAR	numerical value	year of usage

  ---

  Staff Task Assignments Pivot Report

  Want to see what everyone’s working on? This report lists all staff task assignments for projects starting or due within your chosen period. It’s perfect for resource planning and workload checks.

  Field	Notes/Expected Values	Description
  ACTUALBILLABLEAMOUNT	dollar value	billable total
  ACTUALBILLABLEHOURS	numerical value	billable quantity
  ACTUALHOURS	numerical value	actual (non-billable) hours
  BILLABLE	yes/no	billable status
  BILLABLERATE	dollar value	task sell rate (if invoicing by staff billable rate, this is staff billable rate x timesheet hours)
  DATE	DD/MM/YYYY	date of activity
  DAY	numerical value	day of month
  DAYOFWEEK	text	name of day
  FORECASTBILLABLEAMOUNT	dollar value	forecast billable rate x forecast quantity
  FORECASTHOURS	numerical value	forecast quantity
  HOURLYRATE	dollar value	staff hourly rate x timesheet length (inclusive of task cost multiplier field value - 0 = no cost, 1 = default cost), if no staff rate exists, fall back to task cost rate
  MONTH	text	name of month
  PROJECT	text/numerical value	name of project/project number
  PROJECTNAME	text	name of project
  PROJECTNO	numerical value	project number
  PROJECTSTATUS	text	status of project
  QTR	text	quarter
  STAFF	text	timesheet user
  TASK	text	task name
  YEAR	numerical value	year of assigned task

  ---

  Timesheets Billing Report

  Finally, the billing-focused report. This one ties timesheets to invoicing details, showing hours worked, billed values, remaining amounts, and taxes. If you want to see how work translates into revenue, this report has you covered.

  Field	Notes/Expected Values	Description
  BILLABLELENGH	hours/minutes	billable timesheet length
  BILLEDVALUE	dollar value	current value already billed
  CLIENT	text	transaction (non-billing) client
  DATE	DD/MM/YYYY	date of activity
  DAY	numerical value	day of month
  DAYOFWEEK	text	name of day
  HOURLYRATE	dollar value	staff hourly rate x timesheet length (inclusive of task cost multiplier field value - 0 = no cost, 1 = default cost), if no staff rate exists, fall back to task cost rate
  HOURSBILLED	hours/minutes	billable hours already billed
  INVOICEDATE	DD/MM/YYYY	invoice date for billed hours
  INVOICENUMBER	numerical value	invoice number for billed hours
  LENGTH	hours/minutes	actual timesheet length
  LINETYPE	text	line item type (e.g. time sheet, stock usage)
  MONTH	text	name of month
  NOTE	text	timesheet note
  PROJECTNAME	text	name of the project
  PROJECTNO	numerical value	project number
  QTR	text	quarter
  REMAININGVALUE	dollar value	billable hours not already billed
  REPORTINGCATEGORYOPTION1	text	Xero tracking category tied to transaction (if enabled and imported from Xero)
  REPORTINGCATEGORYOPTION2	text	Xero tracking category tied to transaction (if enabled and imported from Xero)
  STAFF	text	timesheet user
  STARTDATE	DD/MM/YYYY	timesheet start date
  TASK	text	task name
  TAXAMOUNT	dollar value	tax amount for task
  TAXRATE	dollar value	tax rate for task
  TOTALBILLEDINCTAX	dollar value	total invoiced timesheets including tax
  VALUE	dollar value	billable value
  YEAR	numerical value	timesheet year