Timesheets & PSA

What it does

Timesheets & PSA (professional services automation) is eligible from W2 and scheduled for Year 2, with MVP and GA planned within W3. It needs People for leave-aware capacity and Billing for invoicing.

Capturing time

• Time capture by timer or manual entry against a task, issue, project or non-project category, with a billable flag defaulted from the engagement.
• Weekly timesheet grid with copy from last week and totals against expected hours.
• WhatsApp and voice logging: a message such as "2 hours on Acme logo revisions", typed or sent as an Indic voice note, becomes a proposed entry that the user confirms. It is never auto-submitted.
• Activity-based suggestions from calendar events and task activity, only with tenant opt-in and employee notice, and never used to score individuals unless the tenant's written policy allows.
• Reminders for missing and late timesheets in-app, by email and on WhatsApp.

Approvals and control

Approval routing can go to the project lead, the line manager from People, both, or several levels, with partial approval by line. Period locks make approved entries immutable, and unlocking needs R3 approval with a reason. Clients can approve time in the portal before billable items are generated.

Rates, billing and money

Rate cards cover bill rates by role, person, project, client and service item with effective dates and currency, plus cost rates. Engagement billing models include time and materials, fixed fee by milestone, retainers and non-billable work, with caps. Billable items are generated from approved time, reached milestones and retainer schedules, reviewed, held, written up or down with a reason code, and pushed to a Billing invoice draft. Items carry the service item with SAC code and place-of-supply inputs, and Billing's tax engine determines tax and IRN. Multi-currency engagements snapshot exchange rates.

Capacity and margin

Availability is calculated net of approved leave, holidays and shifts from People. Utilisation is tracked against targets. Resource requests and bookings, skills matching with explanations and capacity forecasts against weighted CRM pipeline are planned at GA. Project P&L joins revenue, human cost, agent cost and expenses into contribution margin. Realisation reporting compares billed value with the standard value of approved time. Revenue leakage detection finds approved time that was never invoiced.

Agent cost, not agent hours

Agent work is never recorded as hours. Agent rent and credits used on project work come from the ROI Ledger as cost allocations, so human utilisation stays meaningful and agent cost is never double-counted. Agencies can add a billable agent service line for resale.