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How TimeSentry works (system overview)

Summary: Learn how TimeSentry connects time capture, projects, approvals, billing, integrations, reporting, and business planning in one company-scoped workspace.

TimeSentry is a time-tracking, invoicing, and business-intelligence platform for professional-services firms. It is designed for both the people doing the work and the administrators responsible for approvals, billing, staffing, and financial planning.

The basic workflow

  1. Choose the company you are acting as. Your login can be connected to more than one individual or company workspace. The active company controls which projects, time entries, settings, and reports you see.
  2. Create or import clients and projects. Projects may also be labeled Matters or Cases if your company changes the Project Naming Convention in Settings.
  3. Capture work. Add time manually, use the timer or Bulk Entry, reconcile captured activity, or use a connected capture source such as the desktop app, Chrome extension, Office add-ins, email, calendar, chat, or phone integrations.
  4. Review and classify entries. Confirm the client and project, adjust the description and duration, choose whether the time is billable, and apply activity categories or UTBMS codes when your company uses them.
  5. Submit and approve time. A timekeeper can submit an entry to the next company in the working relationship. The receiving company can review, approve, or reject it. Each company sees the status that applies to its own books.
  6. Bill and analyze. Approved work can flow into invoices, accounts receivable, reports, analytics dashboards, staffing views, and financial planning.

One login, multiple workspaces

In TimeSentry, a login is an authentication identity. The people, firms, clients, contractors, and AI agents that perform or own work are represented as company entities. A login may be associated with several entities and acts as one active company at a time.

Use the company switcher on the left side of the web application to change workspaces. Always check the active company before creating, approving, exporting, or changing company settings.

How work crosses company boundaries

Projects and time entries belong to a company. When work is shared across a client–provider or employer–timekeeper relationship, TimeSentry moves it through linked copies rather than making one shared record editable by everyone. This protects each company's books while preserving the relationship between the original work and upstream copies.

For that reason:

  • the same logical work may display a different status to different companies;
  • an approved entry may become an editable copy in the receiving company's workspace;
  • reports and exports use the active company's view and avoid counting the same work twice.

Main areas of the web application

  • Time: create, review, filter, reconcile, approve, and export time entries.
  • Expense: record and review expenses.
  • Tasks: manage work in list, calendar, and Gantt-style views.
  • Notes: keep company-scoped notes.
  • Documents: upload, tag, categorize, search, download, archive, and restore documents.
  • Calendar: review connected events.
  • Finance: manage invoices, accounts receivable, accounts payable, and Cash Forecast (Beta).
  • Analytics: explore dashboards, time and revenue reporting, and financial-planning tools available to your company.
  • Org: manage projects, staffing, clients, team relationships, agents, contracts, and contacts.
  • Integrations: connect external systems and manage mappings, sync behavior, and integration rules.
  • Settings: configure company defaults, time-entry behavior, coding standards, capture privacy, API keys, and related options.

Feature availability

Some pages and integrations depend on your company's plan, role, or configuration. If a feature described in the help center is not visible, verify the active company, your role, the company's plan, and whether an administrator has enabled the required setting or integration.