Asset Timesheets allow you to track the usage of vehicles, machinery, and equipment on specific jobs. Unlike standard timesheets for labor, these entries represent the time a physical resource was utilised, ensuring your equipment costs are accurately captured for job costing and invoicing.
🚜 Overview
Tracking equipment usage is critical for accurate project management. Asset Timesheets enable you to:
Link time to equipment: Assign usage hours to specific assets (e.g., excavators, fleet vehicles).
Automate job costing: Equipment costs automatically appear in your project financials.
Simplify billing: For "Do & Charge" work, asset hours flow directly into invoices as billable items.
📍 Where to Manage Asset Timesheets
Currently, Asset Timesheets are managed primarily through the Admin Portal. You can find them in two main areas:
Staff Times: Used for creating and reviewing individual equipment time entries.
Job Financials: Used to view the total cost impact of equipment on a specific job.
📝 How to Create an Asset Timesheet
Navigate to Staff Times in the Admin Portal.
Look for the Add Time button
Select Producing Time or add in through Bulk Producing Times
In the entry form:
Select Asset: Choose the specific vehicle or piece of equipment.
Shift Details: Enter the Start/End Date and Time.
Link to Job: Select the Job or Project the equipment was used for.
Cost Code: If working on a Project, select the relevant Cost Code (Tier).
Click Save.
📊 Viewing Asset Costs on a Job
To see how equipment usage is affecting your budget:
Open the specific Job or Project.
Navigate to the Financials tab.
Locate the Asset Costs section.
This section summarises all approved asset timesheets linked to the job.
It displays a subtotal of equipment costs alongside labor and materials.
💡 Key Tips for Success
Do & Charge Jobs: Ensure your asset timesheets are approved promptly. Only approved entries will automatically appear as billable lines on your client invoices.
Overlapping Entries: Just like labor, the system will check for overlapping time entries on the same asset to prevent double-booking.
Important: Asset Timesheets vs. Payroll:A critical rule in SprintSuite is how different types of time entries are processed. Asset Timesheets are strictly for Asset Costs and Client Billing, not for staff pay.
Set Up Asset Rates for a Client:Before equipment usage can be billed to a client, you must define the rates for that specific Billable Company. These rates determine how much the client is charged for the asset's time.