Report Field Definitions - Timesheets

Modified on Wed, 27 May at 3:52 PM

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.

TABLE OF CONTENTS

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 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	ISO timesheet finish date
LENGTH	hour/minutes	timesheet actual length
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	project name
PROJECTNO	text	project number
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	timesheet length variation between actual/forecast hours

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 status
TASK	text	task name
TEAMS	text	task assigned team
VARIANCE	hours/minutes	timesheet length variation between actual/forecast hours

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