Using Timers

Starting a Timer

The Start Timer dialog guides you through a 3-step wizard:

Step 1: Select Work Type

1. Click the Play button in the Time Tracking page header
2. Select the Job (Work Type) you're working on from the dropdown
3. Optionally create a new Work Type inline if needed
4. Click "Next" to continue

Step 2: Link a Record (Optional)

1. Browse your databases and pages to link this timer to a specific record
2. Use the "Items with no Time Entries Only" toggle to filter to untracked items
3. If a record is already linked, you can clear it or select a different one
4. Click "Skip" to proceed without linking, or select a record to continue

Step 3: Add Details

1. Review your selected Work Type and linked record (if any)
2. Add a description of what you're working on
3. Select any relevant tags for categorization
4. Click "Start Timer" to begin tracking

Active Timer Display

When a timer is running, a timer card appears at the top of the Time Tracking page showing:

• The job name, color, and icon
• Elapsed time (updates every second)
• Description (if provided)
• Pause and Stop buttons

The timer continues running even if you navigate to other pages in Ascend.

Pausing and Resuming

When to Pause

Use the pause feature when you need to take a break without stopping the timer completely:

• Taking a lunch break
• Switching to a personal task briefly
• Attending an unrelated meeting
• Any interruption where you plan to return to the same task

How to Pause

1. Click the Pause button on the active timer
2. The timer will stop counting but remain active
3. The elapsed time is preserved

How to Resume

1. Click the Resume button on the paused timer
2. The timer continues counting from where it left off
3. Paused time is not counted toward your total

Important: Only the active time (not paused time) is included in your time entry.

Stopping a Timer

Stopping and Saving

1. Click the Stop button on the active timer
2. A dialog appears showing the time entry details
3. Review and adjust if needed:
   • Description: Add or edit what you worked on
   • Job: Change the job if needed
   • Duration: Adjust the time if necessary
4. Click "Save" to record the time entry

What Happens When You Stop

• The time entry is saved to your time log
• The timer is cleared and ready for a new task
• The entry appears in your Entries list
• Earnings are calculated based on the job's hourly rate

Timer Tips

Tip 1: Use Descriptions

Add meaningful descriptions while you work:

• "Fixed login bug in authentication module"
• "Client call - discussed Q4 requirements"
• "Designed homepage mockups"

Why: It's easier to remember what you did while you're doing it, and detailed descriptions help when generating invoices.

Tip 2: Leverage Default Jobs

If you primarily work on one job:

1. Set it as your default job (star icon in Jobs tab)
2. Timers will automatically select this job
3. Saves clicks every time you start tracking

Tip 3: Pause for Interruptions

Don't stop the timer for short interruptions:

• Use pause for breaks under 15 minutes
• Keeps your workflow context
• Resume easily when you return

Tip 4: Review Before Saving

When stopping a timer, always review:

• Is the duration accurate?
• Is the description clear?
• Is the correct job selected?

Making corrections now saves time later!

Tip 5: Use Workspace Default Clients

If a workspace is always billed to one client, set a Default Client on it:

1. Go to Settings → Workspaces → Edit
2. Pick the client in the Default Client field
3. Save — the client is now pre-filled on every time entry you log from that workspace

Why: Eliminates the most common data-entry step when invoicing client work.

Manual Time Entries

If you forgot to start a timer or need to log time retroactively, use the Enter Invoice Entry dialog which follows the same wizard flow. At the top of the dialog, a toggle lets you switch between Time Entry and Flat Fee — pick Time Entry for retroactive hours, or Flat Fee for a one-off charge (see Flat Fee Entries below).

Step 1: Select Work Type

1. Click the "Enter Invoice Entry" button in the Time Tracking page
2. Select which Job (Work Type) this time is for
3. Click "Next" to continue

Step 2: Link a Record (Optional)

1. Browse databases and pages to link this entry to a specific record
2. Use the "Items with no Time Entries Only" toggle to filter to untracked items
3. Click "Skip" to proceed without linking, or select a record

Step 3: Add Details

1. Enter the Duration (hours and minutes)
2. Add a description of what you worked on
3. Select any relevant tags
4. Click "Save Entry" to create the time entry

When to use manual entries:

• Forgot to start a timer
• Logging time at end of day
• Entering time from external tracking
• Correcting timer mistakes

Flat Fee Entries

Not every billable item is tracked time. Use a Flat Fee entry for one-off charges — a domain renewal, a fixed project fee, a licence cost — so they show up in your Entries list and can be included on an invoice just like tracked time.

Creating a Flat Fee Entry

1. Click "Enter Invoice Entry" in the Time Tracking page
2. Switch the toggle at the top from Time Entry to Flat Fee
3. Select a Client and Work Type — both are required for a flat fee (the Work Type supplies the currency)
4. Click "Next" through the optional record-linking step
5. On the Details step, enter:
   • Quantity (e.g. 1, or 3 for three licences)
   • Unit Price
   • A Description — required, since there's no duration to give it context
6. Review the computed total shown under the fields (= $X.XX)
7. Click "Save Entry"

How Flat Fee Entries Appear

• In the Entries list, the Duration column shows "Flat fee" instead of a time value
• The Amount column shows quantity × unit price
• They group under their Work Type just like time entries, and can be filtered, edited, or deleted the same way

Including a Flat Fee on an Invoice

Flat fee entries appear alongside time entries in the invoice wizard's Select Time Entries step, showing quantity × unit price instead of hours @ rate. Select them the same way you'd select a time entry — see Invoicing.

Flat fee vs. manual line items at invoice time

A Flat Fee entry is recorded ahead of time and lives in your Entries list until you invoice it — useful when you know about the charge before you generate the invoice. The invoice wizard also has a separate "Add item" option for one-off charges noticed only while building the invoice; those aren't saved to your Entries list.

Common Workflows

Workflow 1: Single Task Focus

1. Start timer for your main task
2. Work without interruption
3. Stop timer when complete
4. Repeat for next task

Best for: Deep work sessions, focused project time

Workflow 2: Multi-Task Day

1. Start timer for Task A
2. Pause when switching to Task B
3. Start new timer for Task B
4. Resume Task A timer when returning
5. Stop each timer when tasks complete

Best for: Days with multiple projects or clients

Workflow 3: Billable vs Non-Billable

1. Create separate jobs for "Billable" and "Admin"
2. Track all time to appropriate job
3. Filter invoices to only include billable jobs
4. Keep complete time records

Best for: Consultants and freelancers who need to track all time

Workflow 4: End-of-Day Logging

1. Review your calendar and notes
2. Create manual entries for each task
3. Add detailed descriptions
4. Ensure all time is accounted for

Best for: Those who prefer batch entry over real-time tracking

Keyboard Shortcuts

While on the Time Tracking page:

• Start/Stop timer (if keyboard shortcuts are enabled globally)
• Quick navigation between tabs

Related

• Managing Jobs - Set up jobs for tracking
• Time Entries - View and manage tracked time
• Troubleshooting - Timer issues and solutions