Projects tracked, hours and payments in one place
Project and Timesheet is a ready-made product for planning projects, tracking milestones and payments, and recording the hours spent on them. Projects break down into milestones, timesheets go to an approver before they are final, and payments are tracked against each milestone. It runs in your SharePoint Online tenant, and an optional AI analysis reviews timesheets and resource allocation.
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What it does
Six things it does for your projects
It covers the path from a project and its milestones to approved hours and tracked payments.
Projects and milestones
Record each project with its client, managers and members, and break it into milestones with dates.
Payments by milestone
Track invoice status and the payment percentage for each milestone.
Timesheet entry
Pick the project, milestone and task, and enter hours for each day.
Approval with feedback
Approvers approve or reject a timesheet, give feedback, and the decision is logged.
AI analysis (optional)
Daily timesheet updates and the weekly resource allocation tracker are reviewed, with patterns and gaps reported.
Alerts and delay flags
Delayed milestones are flagged with a reason and a next step, and people are told when a timesheet is waiting.
Overview
One dashboard for projects, hours and payments
The overview shows project counts, team productivity, milestone status and payments pending. A daily AI analysis panel summarises what needs attention.
- Project counts and status
- Team productivity by hours
- Milestones and payments pending
- Daily AI analysis panel
Milestones
Milestones with dates, progress and delay flags
Milestones are grouped by project, with status, dates, progress and payment. A delayed milestone is flagged with a reason and a recommended next step.
- Milestones grouped by project
- Status, dates and progress
- Payment against each milestone
- Delay flag with reason and next step
Payments
Track payment against each milestone
Each milestone shows its invoice status and the percentage paid, so finance can see what is raised, what is pending and what is complete.
- Invoice status per milestone
- Payment percentage
- Pending and completed views
- Filter by project
Timesheet
Fill in hours against the right task
A new timesheet takes the client, project, milestone and task for a date range, with hours for each day and a total. The approver route is shown before it is submitted.
- Client, project, milestone and task
- Hours for each day with a total
- Approver route and communication box
- Save as draft or submit
Approval
Review the entries, then approve or reject
The approver sees the timesheet number, the employee and the entries, adds a remark and approves or rejects. The decision is recorded in the audit log.
- Timesheet entries in a table
- Remark from the approver
- Approve or reject
- Audit log of the route
Who it is for
Built for
Project managers. Delivery and professional services teams. Team members who log hours. Finance and management who review timesheets and payments.
- Projects with milestonesEach project is broken into milestones, with dates and days.
- Hours against the right workTimesheets are logged against project, milestone and task.
- Approval before it is finalApprovers review each timesheet and approve or reject it with feedback.
- Payments and reportsPayment status by milestone and hours reports are kept in one place.
How it works
How a timesheet moves
These are the steps a timesheet goes through, from project set-up to reporting. Approvers are set for your organisation.
Set up projects
Projects and teams are created or loaded into the product.
Log time
Team members record time against their projects.
Approve
The manager reviews and approves, or returns for correction.
Report
Approved time feeds the reports your leaders use.
Project and Timesheet: questions we hear often
What is it for?
Planning projects, tracking milestones and payments, and recording the time spent on them, with approval of each timesheet.
How do I create a project?
Add the project details, the client, the managers and the members, attach documents if needed, and submit.
Can I add several members to a project?
Yes. The Members field takes more than one person.
What is the difference between a milestone and a task?
A milestone is a stage of the project. Tasks sit under a milestone and are the pieces of work.
How do I log hours?
Open a new timesheet, choose the project, milestone and task, and enter the hours for each day.
Who approves a timesheet?
The approver route is set for your organisation, and the timesheet shows it before it is submitted.
Can I track payments against milestones?
Yes. Each milestone shows its invoice status and the percentage paid.
Does it use AI?
An optional AI analysis reviews daily timesheet updates and the weekly resource allocation tracker, and reports patterns such as delayed milestones and payment risks.
Where is the data stored?
In SharePoint Online, in your own Microsoft 365 tenant.
Where does our data stay?
In your own SharePoint Online, inside your Microsoft 365 tenant. The product is installed there, and AscenWork has no access to your data.
How do people sign in, and what licence is needed?
People sign in with their Microsoft 365 account. The product is built on SharePoint Online, so you need an active SharePoint Online licence. It uses the Microsoft 365 licences and infrastructure you already have.
Can it be changed to fit our process?
Yes. Every installation is configured to your process: your forms, steps, roles and approvers. If you need something beyond the standard product, our technical team checks the scope and what is feasible, and we quote those changes separately so you can decide.
What does an installation include?
Setting up the environment, loading your master data, and setting user permissions and menu permissions to follow your company policy.
Do you train our team?
Yes. We provide training and documentation for the product we deploy, a train-the-trainer programme for your own team, and video training for the modules.
How secure is it?
It runs on Microsoft 365, so it uses the security features of your licence, such as role-based access, multi-factor authentication, conditional access, audit logs and external sharing controls. Which of these you have depends on your Microsoft 365 licence, and Microsoft governs them.
Who supports it after go-live?
You can run it with your own team, or add optional managed support from AscenWork for fixes, small changes and reviews. To report an issue, write to support@ascenwork.com and a support executive will pick it up.
Can it run on SharePoint Server instead of SharePoint Online?
It is built for SharePoint Online. For SharePoint Server 2016 or 2019 we can try it, and a few changes may be needed. Tell us what you run and we will confirm.
How do we get a price?
Talk to us. We listen to how your process works today, then send a written quote that covers the product set-up for your tenant and any custom changes as separate lines.
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