Creating Timesheets for Clients

Purpose

This SOP outlines the steps for managing and processing client billing data, ensuring accurate time tracking and efficient reporting.

Scope

Applicable to team members responsible for managing client billing and time-tracking data using dashboards and spreadsheets.

Prerequisites

• Access to the billing dashboard.
• Familiarity with time-tracking software and spreadsheet tools.
• Required client folders and permissions.

Procedure

1. Initial Setup

1. Open the billing dashboard to access all client-related billing data.
2. Ensure the dashboard is set to display all required time-tracking information.

2. Exporting Data

1. Select the date range based on the client’s request (e.g., a full month or custom range).
   • Example: From the start of the project to the present.
2. Export the data as a CSV file by clicking the appropriate export button.

3. Organizing Data

1. Navigate to the client’s folder structure.
   • Place the CSV file in the relevant folder (e.g., Operations > Timesheets).
2. Open the folder and create a new spreadsheet for data processing.

4. Importing Data into a Spreadsheet

1. In the spreadsheet, select File > Import > From My Computer.
2. Upload the CSV file and replace the current spreadsheet with the new data.

5. Cleaning and Structuring the Data

1. Remove unnecessary columns and data fields. Keep only the following:
   • Task ID
   • Task Name
   • Start Time
   • Stop Time
   • Duration (calculated, use chat GPT). 
2. Ensure the relevant task details are clear and structured in a table format.

6. Sorting Data

1. Create headers for the spreadsheet and apply filters.
2. Sort the data by start date in reverse order (Z to A) to ensure the most recent entries appear at the top.

7. Calculating Total Time

1. Use a duration formula to calculate the total time spent on tasks.
   • Ensure the formula accounts for time in hours and minutes.
2. Summarize the data at the bottom of the spreadsheet:
   • Total Duration
   • Total Hours

8. Finalizing and Sharing the Report

1. Label the final spreadsheet with clear headers and totals for easy readability.
2. Share the completed report with the client via their preferred communication channel.
   • Include a brief message summarizing the report (e.g., "Here is the total time billed for the requested period.").

Best Practices

• Exclude unnecessary information to maintain clarity in reports.
• Always verify the accuracy of totals before sharing the report.
• Maintain organized folder structures for easy retrieval of data.

Resources

• Billing Dashboard Access
• Spreadsheet Tool (e.g., Google Sheets or Excel)