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How TimeSentry handles multi-client and multi-company work

One login can act for more than one company

Your TimeSentry login authenticates you, but the workspace in which you act is a company entity. A person, firm, client, contractor, and AI agent can each be represented as a company. If your login belongs to more than one company, use the company switcher in the left navigation to choose the active company.

The active company determines which projects, time entries, contracts, settings, integrations, reports, and approval actions you can access. Always confirm it before creating, approving, exporting, or changing configuration.

Relationships connect companies

Companies can be connected as clients, employees, contractors, employers, collaborators, vendors, customers, prospects, agents, or handlers. The direction and type of a relationship help TimeSentry determine how work should be organized and which approval path is available.

A relationship does not combine the two companies' books. Each company retains its own workspace, settings, and records.

Projects are linked, not globally shared

Projects belong to a company. When a service provider performs work for a client, TimeSentry can connect the provider's project to the client's upstream project. A project may be labeled Matter or Case when the company changes its naming convention, but the behavior is the same.

Team access is also represented through linked project copies. This lets each participating company organize the engagement while preserving ownership boundaries.

Time entries distinguish the timekeeper from the owner

A time entry records both:

  • the timekeeper, meaning the company entity that performed the work; and
  • the owning company, meaning the workspace whose books currently contain that record.

These can be different after work is submitted across a relationship.

What happens during approval

When a receiving company approves submitted work, TimeSentry creates an editable copy for the receiver and links it to the original. The submitter keeps its original record, while the receiver gets the record used on its own books. Each company can therefore see a different status for the same logical work.

Use the consolidated Time workspace and company-scoped reports for normal review. TimeSentry uses the active company's status and linked-entry logic so a submission chain is not treated as unrelated work.

Working with several clients

For each engagement:

  1. confirm the active service-provider company;
  2. create or connect the client relationship;
  3. create the project under the correct client;
  4. add the appropriate project team;
  5. associate the relevant contract and rates; and
  6. test one time entry through the complete submission and approval path.

Do not reuse an unrelated project simply because it is visible in the dropdown. The project and its upstream links determine the client shown in Time, reporting, and billing.

Troubleshooting the wrong workspace or client

If records appear missing or under the wrong organization, check the active company first. Then verify the company relationship, the project's client, the project-team links, and the time entry's project. Switching companies changes the entire data scope; it is not only a display filter.

Related articles: How TimeSentry works (system overview), How approvals work in TimeSentry, and A project or client isn't appearing in my time entries.