Why am I seeing incorrect billable totals?

First identify which total is wrong

TimeSentry can show total hours, billable hours, non-billable hours, uninvoiced work, billing value, revenue, accounts receivable, and utilization. These figures are related but are not interchangeable.

Before making changes, note:

• the page or report;
• the active company;
• the date range and timezone;
• whether the value is hours or currency;
• the selected clients, projects, timekeepers, statuses, and sources; and
• whether you are looking at owned work, received work, or a consolidated view.

Check the active filters

The Time summary respects the same filters as the entry list. A billable total can change when you filter by date, status, source, client, project, timekeeper, contract, activity category, or billable status.

Clear the filters, confirm the date range, and add filters back one at a time. Pay special attention to entries near midnight when the company timezone differs from the source system's timezone.

Inspect the underlying entries

Filter the Time workspace to Billable and compare the listed entries with the summary. For unexpected items, verify:

• duration;
• billable toggle;
• client and project;
• timekeeper;
• entry date;
• current display status; and
• source integration.

Correct the individual entry when the classification or duration is wrong. Do not change a contract rate merely to force an hours total to match.

Distinguish hours from monetary value

Billable hours are the sum of durations marked billable. A monetary value also depends on the applicable billing rate. If hours are correct but value is not, inspect the contract, project association, and timekeeper rate.

If a timekeeper has no matching contract rate, a billable entry may have hours without the expected financial value.

Account for status and approval timing

Suggested, saved, submitted, approved, synced, and other states can be included differently depending on the page and metric. Confirm whether the report is designed to include unapproved or uninvoiced work.

When work crosses companies, the submitter and receiver hold linked records with company-specific statuses. Use the active company's consolidated Time view for operational review instead of adding records from several company workspaces together manually.

Check captured-duration behavior

Some capture sources submit raw activity in small increments and TimeSentry accumulates it before calculating displayed hours. Manual entries use the duration you enter. Compare the final saved entry, not individual heartbeats or source events.

Check connected systems

An external accounting or practice-management system may update after TimeSentry or apply its own rounding, billable, no-charge, or rate rules. Confirm that synchronization completed and compare equivalent date, status, and client scopes on both sides.

When to escalate

If the discrepancy remains, provide the active company, report name, filters, expected total, actual total, and two or three example entry IDs. Include the connected system and last sync time when applicable. Avoid sending client-confidential descriptions unless support specifically requests them through an approved channel.

Related articles: Understanding billable vs non-billable time, How approvals work in TimeSentry, and Create and Manage Contracts in TimeSentry.