Understanding Worksheets and Timesheets

Overview

Although Worksheets and Timesheets are closely linked, they serve different purposes within JGID.

A Worksheet records the work completed on a Job and is primarily used for job costing, progress tracking and client invoicing.

A Timesheet records the employee's payable time and is primarily used for payroll.

Understanding how these two records interact is important when making corrections or adjustments.

The Relationship Between Worksheets and Timesheets

Whenever a Worksheet is created, JGID automatically creates a corresponding Timesheet.

Initially, both records contain the same hours and information.

From that point onwards, the two records can either remain synchronised or be managed independently, depending on where changes are made.

Editing a Worksheet

If you edit a Worksheet, the corresponding Timesheet is automatically updated.

This ensures that corrections made to the Job are also reflected in payroll.

For example, you might edit a Worksheet to:

Correct start or finish times.
Fix incorrectly allocated labour.
Correct human error.
Update recorded hours.

Any changes made to the Worksheet will automatically flow through to the Timesheet.

Removing a Worker from a Worksheet

If a Worksheet was originally created for multiple workers and you untick one person's name while editing it, that person's Worksheet will be deleted.

For example:

A Worksheet exists for three workers.
One worker is unticked.
The remaining Worksheet now contains only two workers.

The removed worker's Worksheet is deleted. It is not automatically split into a separate Worksheet.

If required, a new Worksheet can be created for that worker.

Editing a Timesheet

Editing a Timesheet does not update the original Worksheet.

This allows payroll to be adjusted independently of the Job records.

For example, you may need to:

Pay additional hours that are not chargeable to the client.
Reduce billable hours while still paying the employee in full.
Make payroll corrections without changing the Job costing.

This flexibility allows Worksheets and Timesheets to serve different business purposes while remaining linked.

Why This Matters

Worksheets represent the work completed on the Job.

Timesheets represent the hours being processed for payroll.

Although they usually contain the same information, there are situations where they intentionally differ.

Understanding this relationship helps prevent unexpected changes and gives your business greater flexibility when managing both client billing and employee pay.

Best Practice

Make corrections to the Worksheet first whenever possible.
Remember that Worksheet changes automatically update the Timesheet.
Make payroll-specific adjustments directly in the Timesheet when required.
Be careful when removing workers from a Worksheet, as their Worksheet will be deleted rather than separated.

Completing a Worksheet (Timesheet)
Reviewing Worksheets
Reviewing Timesheets
Creating an Invoice