How to Export Timesheets

What is the Export Timesheets Feature?

The Export Timesheets feature allows Agencies and End Hirers to download all their latest Approved and Cancelled timesheets in one batch, while marking those timesheets as Exported in the process. Timesheets can only be marked as Exported once, this is done to ensure that your Finance team only downloads the latest set of timesheet data without duplicates, every time. Users are also able to download their timesheet data using a variety of filter settings, which this article covers in the How To Export Timesheets section.

Due to this one-time exporting process, once a timesheet has been marked as Exported it can only be redownloaded using the Exported Timesheets tab. This tab contains all historical timesheets that have ever been exported from your business and users can redownload them at any time, in large volumes, for any desired time period, among other filter settings which are explained below.

Regardless of which process you use, the reports generated from either process are identical and will contain a detailed breakdown of your worker’s engagement, placement, timesheet activity, and rates.

 

How To Export Timesheets

Step 1. Log in to the Engage Platform

Step 2. Navigate to Timesheets, then Timesheets again

Step 3. Select the 3-line menu

Step 4. Select Export Timesheets

Step 5. Set the filters that meet your exporting needs

1. “Export Timesheets” – This filter allows you to specify how the timesheets will be split in the report:

   1. “By Rate”: This option will group all timesheet lines in the timesheet period into a single row per rate.

   2. “By Date”: This option will separate all timesheet lines in the timesheet period into a single row per date.

   3. “By Payroll”: Please ignore this option, as it’s used internally by ENGAGE.

2. “Include” – This filter allows you to specify which types of timesheets will be included in the report:

   1. “Export All Approved & Cancelled Timesheets”: This option will include all Approved or Cancelled timesheets, since you last exported this report. Please note that if a timesheet is cancelled prior to being invoiced, it will not appear in the export. This process is currently under review based on our latest feedback.

   2. “Only Export Invoiced Timesheets”: This option will only include timesheets that have been invoiced, since you last exported this report.

3. “Export Expenses” – The filter allows you to specify how expenses will be displayed in the report:

   1. “Individually”: This option will separate each expense into a separate row.

   2. “Grouped by placement”: This option will add up all expenses for a single placement into a single row.

Step 6. Select the Export Timesheets button inside the green banner and ignore the Export All button as this button will soon be deprecated.

Your Export Timesheets Report will start generating and once it’s ready, it will download in a CSV file format that you can then save to a relevant location. The export can then be used to fulfil any of your internal financial processes, such as paying workers.

 

Breakdown of the Timesheet Export

The following is a list of all the columns and data collected by the Export Timesheets Report:

 

How To Download previously Exported Timesheets

Step 1. Log in to the Engage Platform

Step 2. Navigate to Timesheets, then Timesheets again

Step 3. Select the 3-line menu

Step 4. Select Export Timesheets

Step 5. Select the Exported timesheets tab

Step 6. Select the date range for the exported timesheets report you’d like to download

Step 7. Set the filters that meet your exporting needs. For more information regarding these filters, please see Step 5 in the How to Export Timesheets section

Your Exported Timesheets Report will start generating and once it’s ready, it will download in a CSV file format, containing all your previously exported timesheets in the same report format. To see a detailed breakdown of the report’s data, please refer to the Breakdown of the Timesheet Export section above.

 

Recent Updates

On May 17th, the Generate Timesheet Report was decommissioned and from now on, you will need to use the Export Timesheets feature in order to download timesheet data.

On March 16th, we made an update to the Export Timesheets Report to include the following new columns:

1. Worker Reference has been added after Worker ID.

   • The Worker Reference is the platform’s unique identifier for a worker's placement, which can be referenced by the API for various purposes.

2. Rate Id has been added after Worker Name

   • The Rate ID is the platform’s unique identifier for every individual rate, which can be referenced by the API for various purposes.

3. Payroll Company Name has been added Reference column and before Vendor

   • The Payroll Company Name is the name of the business that represents the worker, such as an Umbrella or a worker’s own Limited Company.

For users migrating from the Generate Timesheet Report, please be aware of the following differences you will find in this report:

1. The Payment Info column is now Payment Option.

2. The Worker Ref column is now Worker Reference.

3. Start and End are new columns which display the start and end times of a worker’s timesheet line.

4. Break is a new column which displays the break time recorded against the timesheet line.

5. Leave, Return, and Reference are new columns for an upcoming feature and can be ignored for now.

6. Consultant is a new column displaying the Consultant’s name from the placement of the timesheet.

7. N/A is now used in cells that contain no data, rather than leaving them empty.