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Key concepts: projects, teams, contracts, and time entries

Summary: Understand how TimeSentry represents companies, working relationships, projects, project teams, contracts, and time entries.

Companies are the actors

TimeSentry represents every person, firm, client, contractor, and AI agent as a company entity. Your login authenticates you and connects you to one or more entities. The active company determines the workspace in which you are acting.

Companies can be connected as clients, employees, contractors, employers, collaborators, vendors, customers, prospects, agents, or handlers. These relationships determine how people and organizations collaborate and how work can move between them.

Projects belong to a company

A project is a company-scoped container for work. A professional-services firm may call it a Project, Matter, or Case; the label is configurable, but the underlying behavior is the same.

When a service provider works for a client, each company can have its own linked view of the project. The provider's project is connected upstream to the client's project. This lets both organizations organize the engagement without giving either party unrestricted access to the other's records.

A project team is formed through linked project access

Adding a team member to a project gives that team member's company entity a downstream project copy. Those linked copies define who is on the project.

Staffing allocations add planning information—such as assigned hours or role—on top of that relationship. They do not replace the project relationship itself.

Contracts hold commercial terms

Contracts define the commercial arrangement for an engagement. They can include payment terms, billing schedules, and team-specific billing rates. TimeSentry uses contract rates when valuing billable work and preparing billing information.

Avoid maintaining the same rate in multiple places. Update the relevant contract when a timekeeper's rate changes.

Time entries distinguish who did the work from whose books it is on

Each time entry identifies:

  • the timekeeper who performed the work;
  • the company whose workspace currently owns that record;
  • the client and project, when applicable;
  • the date, duration, description, source, billable status, and workflow status.

When an entry is submitted and approved across companies, TimeSentry creates linked copies so the receiving company can manage its own books. All copies retain the original timekeeper.

Status is company-specific

The same logical work can be submitted or approved in one workspace while appearing as a new editable copy in another. TimeSentry displays the status and actions that apply to the active company.

Always switch to the intended company before approving, editing, archiving, exporting, or invoicing shared work.