git:20260713.1fbd3f3 to git:20260728.b7e78fc
40 added, 258 removed. Audit A to A.
---
name: "ConnectWise Manage Time Entries"
description: >
- Use this skill when working with ConnectWise PSA time entries - creating,
- updating, searching, or managing time tracking. Covers billable vs non-billable
- time, work types, work roles, time approval, and time sheet operations.
- Essential for MSPs tracking technician time and billing in ConnectWise PSA.
+ ConnectWise PSA time entry management: charge-to types (tickets, projects,
+ charge codes), billable vs non-billable time, work types and work roles,
+ time sheets, and the time entry approval workflow.
when_to_use: >-
When creating, updating, searching, or managing time tracking. Use when: connectwise time entry,
time tracking connectwise, log time connectwise, billable time, non-billable time, work type,
work role, time sheet, time approval, or hours logged.
---
# ConnectWise PSA Time Entry Management
## Overview
Time entries in ConnectWise PSA track time spent on tickets, projects, and other activities. Accurate time tracking is essential for billing, resource management, and profitability analysis. This skill covers time entry CRUD operations, work types, work roles, billing settings, and approval workflows.
## API Endpoint
```
Base: /time/entries
```
## Time Entry Types
Time can be logged against different record types:
| Charge To Type | Description |
|----------------|-------------|
| `ServiceTicket` | Time against service tickets |
| `ProjectTicket` | Time against project tickets |
| `ChargeCode` | Time against charge codes (internal) |
| `Activity` | Time against activities |
- ## Complete Time Entry Field Reference
-
- ### Core Fields
-
- | Field | Type | Required | Description |
- |-------|------|----------|-------------|
- | `id` | int | System | Auto-generated unique identifier |
- | `company` | object | Yes* | `{id: companyId}` - Required for ChargeCode |
- | `chargeToId` | int | Yes | ID of ticket/project/activity |
- | `chargeToType` | string | Yes | ServiceTicket, ProjectTicket, etc. |
- | `member` | object | Yes | `{id: memberId}` - Who logged time |
- | `timeStart` | datetime | Yes | Start time |
- | `timeEnd` | datetime | Yes | End time |
-
- ### Alternative Time Entry
-
- | Field | Type | Required | Description |
- |-------|------|----------|-------------|
- | `actualHours` | decimal | Alt | Hours worked (instead of start/end) |
- | `hoursDeduct` | decimal | No | Hours to deduct (break time) |
-
- ### Billing Fields
-
- | Field | Type | Required | Description |
- |-------|------|----------|-------------|
- | `billableOption` | string | No | Billable, DoNotBill, NoCharge, NoDefault |
- | `workType` | object | No | `{id: workTypeId}` |
- | `workRole` | object | No | `{id: workRoleId}` |
- | `hourlyRate` | decimal | System | Calculated rate |
- | `agreement` | object | No | `{id: agreementId}` |
-
- ### Description Fields
-
- | Field | Type | Required | Description |
- |-------|------|----------|-------------|
- | `notes` | string | No | Time entry notes |
- | `internalNotes` | string | No | Internal notes (not on invoice) |
- | `addToDetailDescriptionFlag` | boolean | No | Add notes to ticket description |
- | `addToInternalAnalysisFlag` | boolean | No | Add to internal analysis |
- | `addToResolutionFlag` | boolean | No | Add to resolution |
-
- ### Status Fields
-
- | Field | Type | Required | Description |
- |-------|------|----------|-------------|
- | `status` | string | System | Open, Rejected, Approved, Billed |
- | `emailResourceFlag` | boolean | No | Email resource on approval |
- | `emailContactFlag` | boolean | No | Email contact |
- | `emailCcFlag` | boolean | No | Email CC recipients |
- | `emailCc` | string | No | CC email addresses |
+ See [references/fields.md](references/fields.md) for the complete time entry field reference.
## Work Types
Work types categorize the nature of work performed.
- ### Common Work Types
-
| Type | Description | Typical Billing |
|------|-------------|-----------------|
| Regular | Normal work hours | Billable |
| Overtime | After-hours work | 1.5x rate |
| Training | Training time | Non-billable |
| Travel | Travel time | Varies |
| Remote | Remote support | Billable |
| On-site | On-site work | Billable |
| Administrative | Admin tasks | Non-billable |
- ### Get Work Types
-
- ```http
- GET /time/workTypes
- ```
+ Query `GET /time/workTypes` for the configured list.
## Work Roles
Work roles determine billing rates based on skill level.
- ### Common Work Roles
-
| Role | Description | Typical Rate |
|------|-------------|--------------|
| Level 1 Tech | Help desk | $75-100/hr |
| Level 2 Tech | Desktop support | $100-125/hr |
| Level 3 Tech | Systems admin | $125-150/hr |
| Engineer | Senior engineer | $150-200/hr |
| Consultant | Expert consultant | $200-250/hr |
| Project Manager | PM work | $125-175/hr |
- ### Get Work Roles
-
- ```http
- GET /time/workRoles
- ```
+ Query `GET /time/workRoles` for the configured list.
## Billing Options
- ### Billable Option Values
-
| Option | Description |
|--------|-------------|
| `Billable` | Time is billable at standard rate |
| `DoNotBill` | Time excluded from billing |
| `NoCharge` | Time shows on invoice at $0 |
| `NoDefault` | Use ticket/agreement default |
- ### How Billing is Determined
+ ### How Billing Is Determined
+ Precedence order, first match wins:
+
1. Time entry `billableOption` (if set)
2. Ticket `billTime` setting
3. Agreement billing rules
4. Company default
- ## API Operations
+ ## Common Workflows
- ### Create Time Entry (Start/End)
+ ### Log time against a ticket
```http
POST /time/entries
Content-Type: application/json
{
"chargeToId": 54321,
"chargeToType": "ServiceTicket",
"member": {"id": 123},
"timeStart": "2024-02-15T09:00:00Z",
"timeEnd": "2024-02-15T10:30:00Z",
"workType": {"id": 1},
"workRole": {"id": 2},
"billableOption": "Billable",
"notes": "Diagnosed email delivery issue. Identified blocked sender.",
"addToDetailDescriptionFlag": true
}
```
- ### Create Time Entry (Actual Hours)
-
- ```http
- POST /time/entries
- Content-Type: application/json
-
- {
- "chargeToId": 54321,
- "chargeToType": "ServiceTicket",
- "member": {"id": 123},
- "timeStart": "2024-02-15T09:00:00Z",
- "actualHours": 1.5,
- "workType": {"id": 1},
- "workRole": {"id": 2},
- "billableOption": "Billable",
- "notes": "Configured DNS records and tested mail flow."
- }
- ```
-
- ### Create Time Entry Against Charge Code
-
- ```http
- POST /time/entries
- Content-Type: application/json
-
- {
- "chargeToId": 10,
- "chargeToType": "ChargeCode",
- "company": {"id": 12345},
- "member": {"id": 123},
- "timeStart": "2024-02-15T08:00:00Z",
- "actualHours": 0.5,
- "workType": {"id": 3},
- "billableOption": "DoNotBill",
- "notes": "Weekly team meeting"
- }
- ```
-
- ### Get Time Entry
-
- ```http
- GET /time/entries/{id}
- ```
-
- ### Update Time Entry
-
- ```http
- PATCH /time/entries/{id}
- Content-Type: application/json
-
- {
- "notes": "Updated notes with additional details.",
- "actualHours": 2.0
- }
- ```
-
- ### Delete Time Entry
+ `actualHours` can be used instead of `timeStart`/`timeEnd`. Logging against
+ a `ChargeCode` requires the `company` field explicitly, since there's no
+ ticket to infer it from. See [references/api.md](references/api.md) for
+ the actual-hours and charge-code variants plus get/update/delete/search
+ examples.
- ```http
- DELETE /time/entries/{id}
- ```
+ ### Approval workflow
- **Note:** Cannot delete billed time entries.
+ 1. Time entry created — `Open`
+ 2. Time sheet submitted — `Submitted`
+ 3. Manager approves or rejects — `Approved` or `Rejected` (with `internalNotes` explaining what to fix)
+ 4. Approved time is invoiced — `Billed`
- ### Search Time Entries
+ Approve/reject and bulk-approval requests, plus time sheet get/submit
+ requests, are in [references/api.md](references/api.md).
- ```http
- GET /time/entries?conditions=member/id=123 and timeStart>=[2024-02-01]
- ```
+ ## API Patterns
- ## Common Query Patterns
+ Common query conditions for time entries:
**Time entries for a ticket:**
```
conditions=chargeToId=54321 and chargeToType="ServiceTicket"
```
**Time entries by member:**
```
conditions=member/id=123
```
**Time entries by date range:**
```
conditions=timeStart>=[2024-02-01] and timeStart<[2024-03-01]
```
**Unbilled time entries:**
```
conditions=status="Open" and billableOption="Billable"
```
- **Time entries for company:**
- ```
- conditions=company/id=12345
- ```
-
**Approved time waiting for billing:**
```
conditions=status="Approved" and billableOption="Billable"
```
- **My time this week:**
- ```
- conditions=member/id=123 and timeStart>=[2024-02-12] and timeStart<[2024-02-19]
- ```
-
- ## Time Sheet Operations
-
- ### Time Sheet Endpoint
-
- ```
- /time/sheets
- ```
-
- ### Get Time Sheets
-
- ```http
- GET /time/sheets?conditions=member/id=123 and year=2024 and period=7
- ```
-
- ### Time Sheet Status Values
-
- | Status | Description |
- |--------|-------------|
- | Open | Time sheet open for editing |
- | Submitted | Submitted for approval |
- | Approved | Approved by manager |
- | Rejected | Returned for correction |
-
- ### Submit Time Sheet
-
- ```http
- PATCH /time/sheets/{id}
- Content-Type: application/json
-
- {
- "status": "Submitted"
- }
- ```
-
- ## Approval Workflow
-
- ### Approval Status Values
-
- | Status | Description |
- |--------|-------------|
- | Open | Pending approval |
- | Approved | Approved for billing |
- | Rejected | Rejected, needs correction |
- | Billed | Already invoiced |
-
- ### Approve Time Entry
-
- ```http
- PATCH /time/entries/{id}
- Content-Type: application/json
-
- {
- "status": "Approved"
- }
- ```
-
- ### Reject Time Entry
-
- ```http
- PATCH /time/entries/{id}
- Content-Type: application/json
-
- {
- "status": "Rejected",
- "internalNotes": "Please add more detail about work performed."
- }
- ```
-
- ### Bulk Approval
-
- ```http
- POST /time/entries/bulk
- Content-Type: application/json
-
- {
- "ids": [1001, 1002, 1003],
- "operation": {
- "status": "Approved"
- }
- }
- ```
-
## Charge Codes
- Charge codes are used for non-ticket time (meetings, training, etc.).
-
- ### Get Charge Codes
-
- ```http
- GET /time/chargeCodes
- ```
-
- ### Common Charge Codes
+ Charge codes are used for non-ticket time (meetings, training, etc.). Query
+ `GET /time/chargeCodes` for the configured list.
| Code | Description | Billable |
|------|-------------|----------|
| MTNG | Internal meetings | No |
| TRNG | Training | No |
| ADMIN | Administrative | No |
| PTO | Paid time off | No |
| PROJ | Project work | Yes |
| ONCALL | On-call time | Varies |
- ## Best Practices
+ ## Gotchas
- 1. **Log time promptly** - Enter time daily, not at end of week
- 2. **Be specific in notes** - Document what was done for invoice clarity
- 3. **Use correct work type** - Important for accurate billing rates
- 4. **Set appropriate work role** - Affects billing rate
- 5. **Mark non-billable correctly** - Don't inflate billable hours
- 6. **Use charge codes** - For internal time tracking
- 7. **Submit time sheets** - Follow approval workflow
- 8. **Review before approval** - Verify accuracy before submitting
+ - **Billed time entries cannot be deleted.** `DELETE /time/entries/{id}` fails once `status` is `Billed`; you must adjust the invoice instead.
+ - **`company` is required for `ChargeCode` entries only.** `ServiceTicket`/`ProjectTicket` entries infer the company from the ticket.
+ - **`billableOption` on the time entry wins over ticket/agreement defaults** — see billing precedence above. A blank or `NoDefault` value falls through to the ticket, then the agreement, then the company.
+ - Time sheets and time entries use different status vocabularies. Time sheets go `Open -> Submitted -> Approved/Rejected`; time entries go `Open -> Approved/Rejected -> Billed` (no `Submitted` state). Approving a time sheet does not retroactively change the `status` of every entry inside it. See [references/api.md](references/api.md) for both status tables.
- ## Error Handling
+ ## Best Practices
- | Error | Cause | Resolution |
- |-------|-------|------------|
- | chargeToId required | Missing ticket/project ID | Include chargeToId |
- | member required | Missing member reference | Include `member: {id: x}` |
- | timeStart required | Missing start time | Include timeStart field |
- | Invalid work type | Work type doesn't exist | Query workTypes endpoint |
- | Cannot delete | Time already billed | Cannot delete billed entries |
- | Invalid status | Invalid status value | Use Open, Approved, Rejected |
+ 1. **Be specific in notes** - Document what was done for invoice clarity
+ 2. **Use correct work type** - Important for accurate billing rates
+ 3. **Set appropriate work role** - Affects billing rate
+ 4. **Mark non-billable correctly** - Don't inflate billable hours
+ 5. **Use charge codes** - For internal time tracking
+
+ See [references/errors.md](references/errors.md) for the complete error reference.
## Related Skills
- [ConnectWise Tickets](../tickets/SKILL.md) - Service tickets
- [ConnectWise Projects](../projects/SKILL.md) - Project management
- [ConnectWise API Patterns](../api-patterns/SKILL.md) - Query syntax and auth