Expense Tracking and Expense Reports

It is with excitement that I am writing to announce one of our most anticipated feature – expense tracking.  Yes, starting today, everyone receives a free 30-day trial of the new expense report feature.  Your team can easily report expenses for their projects. Stop using multiple applications. Capture everything in WeWorked.

Key features of the expense report feature:

– Upload photos of receipts
– Import expenses directly into invoices
– Flexible expense approval process
– 3 new reports specifically for expenses

We welcome your feedback on expense reports.  Like our other features, we will make constant improvements. The expense tracking update will be added to the WeWorked iPhone app shortly.  We are currently in development.

Enter daily comments from week view

Starting today you no longer have to switch to the week view to enter a daily comment.  Simply double click the field for the day that you want to add the comment and you will be prompted with a box to edit the comment.  This is a small but powerful update if you enter a lot of daily comments.  We expect this enhancement to save you a lot of time.  We are always working to make WeWorked better and easier to use.

archive timesheet tasks

archive timesheet tasks

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New Notification: Submit Timesheet

We are introducing a new notification that will send either a text message or email to users reminding them to submit their timesheet. Administrators can configure the notification to go out weekly, bi-weekly, or semi-monthly.  The notification will go out the last day of the period. If your weeks are configured to end on the weekend, the notification will go out the Friday prior to the weekend.

Text messaging is something new we are trying. Text messages are faster and more in-your-face than email, so they tend to get a quicker response. Each member of your team will have to enter their mobile number under their profile before they can start receiving text message notifications. In some instances, users will get the option to submit time via text message if they have entered all their time for the period and have not submitted any days.

Enjoy!

Hide Archived Tasks

We have now made it easier for you to view your tasks.  Because tasks are archived and never fully deleted, they were crowding the view of active tasks. Starting today archived tasks are hidden by default.  You can view archived tasks anytime by clicking “View Archived Tasks”.  We hope this small update makes a big improvement to how you manage your projects.

archive timesheet tasks

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Load daily comments into invoices

You can now check to automatically load daily comments into your invoices.  No more copying and pasting for those that require more detail about how their time was spent.  Daily comments is applicable to the Detailed Line Items invoice. So when you select the Detailed Line Items invoice type, you will see the option to include daily comments.  Just check the box and your comments will be added to the description.

budgetalert-time-tracking

We hope this saves you time! Show us some love by sharing using one of the social media buttons below.  

Copy Timesheet-Based Invoices to QuickBooks

It is with a big smile that I am announcing that WeWorked is now integrated with the very popular QuickBooks Online.  We received hundreds of requests to integrate our timesheet system with QuickBooks.  Like always, we heard you and took action.  Most people didn’t specify what type of integration they were looking for, so we did some research and determined that the immediate need for the majority was to allow invoices created in WeWorked to be copied to QuickBooks.  The QuickBooks API has some limitations, so for now the integration is only for US QuickBooks accounts.

How to connect to QuickBooks

Administrators will click on Settings then Integrations.  Click the Connect with QuickBooks button then enter your QuickBooks login information.

timesheet-quickbooks

WeWorked never sees or stores your password or username.  Click Authorize to connect WeWorked and QuickBooks.

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How to copy an invoice to QuickBooks

Once your WeWorked account is successfully linked to QuickBooks, go to the invoices area.  Click to view and invoice.  Click the Copy to QuickBooks button.  That is it.  Your invoice is now copied.

copy-to-quickbooks

Note: You must have a Tax Code called TAX for the tax information to copy over with your invoice.  If your invoice included a discount, you will need to determine if you want the discount applied before tax or after tax within QuickBooks. WeWorked’s invoice numbers are copied into the notes/memo field.  

New and Improved Invoice Area

We also revamped the invoice area.  Results are now grouped by month, so you can easily see what is going on.  You can also quickly search for an invoice by simply typing in the invoice number.
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Let us know what other type of integrations you would like to see. We love feedback of all kinds.

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Turn on/off timesheet submission emails

We recently made it possible for users to notify someone when they submit a timesheet. Even though the feature was optional, quite a few users were bombarded with unwanted emails. You now have the option to turn on or off the option for user to notify a person when they submit a timesheet. Administrators can find this feature under Settings then Notifications. Enjoy!

time-submit-onoff

A bundle of new features – daily approvals, submit notifications, new review section

We are proud to introduce a bundle of new features today.  All of these features are in response to feedback we have received from customers and visitors to the site. We hope everyone benefits in some way from one or more of these enhancements. We are definitely excited!

Daily, weekly, and semi-monthly approvals, submissions, and denials

Before today, all time in WeWorked was centered around a full week.  Now each day can stand alone or in combination with any other number of days. Submit, approve, and deny time daily, weekly, bi-weekly, and semi-monthly (1st through the 15th and 16th through the end of the month).  These actions can be taken on days of the same status (not-submitted, pending, and approved). For example, if the 1st and the 3rd are pending review, you can approve or deny time for the 1st and the 3rd at the same time.

Tip: In order to submit semi-monthly time, the first day of the week shown must be within the time period you wish to submit. For example, to submit the 15th through end of the month, the first day of the week displayed must be the 15th or greater and all the time through the end of the month must be the same status.

If you are taking action on more than week worth of time, such as semi-monthly or two weeks, you will be prompted with a full view of the time for that period so you can view it all together.

biweekly-timesheet-approval

Notify reviewers when submitting time

You can now choose to send an email notification to your timesheet reviewer when submitting time for review.  Simply select one of your reviewers to notify and they will receive an email notification that time is pending their review.

submit-time-notification

Improved and more detailed review section
The new and improved timesheet review area now provides reviewers with a comprehensive view of users’ time. The area functions like the report section and allows time to be viewed in groupings of weekly, bi-weekly, and monthly.

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iPhone app updated

We have submitted the updated iPhone app to the Apple store.  In about a week, you will be able to submit and deny time daily.  You will also be able to see the status of individual days of the week.  This update is in support of the above changes. We also fixed a few quirks.

A lot of work went into this release. Show us you like the update by Liking, Tweeting, and clicking the Google+ button. Enjoy!

Introducing Budget Alerts

We have always captured high-level budget information at the project level.  But we never really did much with the data.  Well we have decided to capture additional budget information and make use of it all.  Starting today, in additional to project level budget information, you can now enter budget settings for tasks.

To make the most of this data, we are introducing Budget Alerts.  Budget Alerts send emails to people when a budget setting is exceeded or within a certain limit.  Budgets are checked daily at midnight, using your company’s timezone setting. Once triggered, an email will be sent weekly until the budget alert is removed.

There are four budget types:

  • Cost Per Task – This budget type uses the Budgeted Cost defined for each task to determine when to trigger a budget alert.
  • Hours Per Task – This budget type uses the Budgeted Hours defined for each task.
  • Total Project Cost – This budget type uses the Budgeted Cost defined in the Project Overview.
  • Total Project Hours – This budget type uses the Budgeted Hours defined in the Project Overview.

Note: You must be on trial or a paid plan to use Budget Alerts. Budget Alerts are sent at 11 p.m. EST.

Create Your First Budget Alert

Click Settings then Projects.  Click on the Project you want to have a budget.  Under the Budget Alert section, click Add Budget Alert. Complete the form then click Add Budget Alert.

budgetalert-time-tracking

New Feature: Add a new task to multiple projects

So you have tons of projects and realize that you now want your team to track a new task that applies to all of the projects. Before today you had to add this task to each project. We have simplified this process to one step.  Now when you create a task for a project you can choose to add the task to one or more other active projects. You can choose specific projects or select all of them with a single click.

Give it a try today!  Here is how easy it is to add a new task to multiple projects.

Enter a project and select Add Task.  Enter the task information and select Yes for Copy Task to Other Projects. Check all the projects you want to copy the task to then select Add Task.

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It is that easy! Let us know you like this enhancement by Liking this post, clicking Google +, and sending a Tweet.  We promise to keep them coming.