What determines the cost and billable amounts of an expense? How are expenses different from Accounts Payable invoices? How do I approve expense reports? The Time Cards vs Time Sheets FAQ has all the answers:

Q. What is the differences between time cards and time sheets? When should one or the other be used?

The Time Card is essentially a form for creating time sheets. They can be used together, but usually aren't. Time cards are used by people who run C&P ASAP all day, and want C&P ASAP to track their hours while they work. Time sheets are used by people who track their hours on paper, then enter them into C&P at the end of the day or the week.

These are the differences:

• The time card keeps a daily record of someone's time while they work.
• The time card can account for overtime (using a special overtime rate for each staff member); the time sheet can't, but you can enter your own overtime rate.
• A user can't add new job tasks from Time Cards as a security measure, but can from Time Sheets.
• Time sheets let users see cost and billing rates (which is an option); time cards never show rates.
• Time sheets let users enter time for any time period, not just one day at a time. This makes it easier for someone to enter several week's worth of time at once, or enter next week's time in advance (vacation time, for example).
• Time sheets are posted automatically as they are saved, updating job totals in real-time.

Both time cards and time sheets let you update the job's traffic and schedule information interactive.

A user would use time cards if:

• A user has access to Clients & Profits ASAP all day.
• A user wants to see and track their hours throughout the day, while they work

A user would use time sheets, not time cards, if:

• A user can't use Clients & Profits ASAP constantly throughout the day.
• A user doesn't work close enough to the computer to easily record their time (i.e., they're never at the desk).

Learn how to add time to your time card in this brief Tutorial video.

Q. What is more commonly used, time cards or time sheets?

About half the sites using Clients & Profits ASAP use time cards, while the rest use time sheets. Most use a combination of both, depending on the needs and capabilities of each department.