Time Tracking

Log time against tasks to track how long work takes, distinguish billable from non-billable hours, and generate invoices directly from your time entries.

Timer bar

The timer bar sits at the top of every page. It’s the fastest way to start tracking:

1. Click the input field, a dropdown shows your recent tasks. Type to filter by task or project name.
2. Press Enter to start the timer on the first matching task, or click a task to select it.
3. The timer starts immediately, you’ll see the task name and a live elapsed counter.
4. The input switches to a notes field while the timer runs, describe what you’re working on.
5. Click the red stop button when you’re done.

The time entry is saved automatically when you stop the timer. Entries under 30 seconds are discarded.

Today’s total

The timer bar shows your total hours logged today next to the elapsed timer, so you always know if you’re on track without checking a report.

Browse button

Click Browse next to the search input for the full task picker with project grouping. If no tasks match your search, you can create a new task directly from the picker.

Timer reminder

If no timer has been running for 30 minutes during work hours (7am–8pm), a gentle amber bar appears: “No timer running. Forgot to start one?” Click the X to dismiss, it won’t appear again for 2 hours.

Replay timer

Each entry in the time list has a play button. Click it to start a new timer for the same task, useful for continuing work from yesterday or earlier in the week.

Manual time logging

If you prefer to log time after the fact, use the Log Time Manually form (click the + button on the timer bar). Enter the task, duration in minutes, optional notes, and toggle billable.

You can also create time entries from the Time → Log Time page with full control over task, start time, duration, notes, and billable status.

Editing time entries

Every time entry can be edited, whether it was created by the timer or logged manually. Click the pencil icon on any entry in the time list to open the full edit form where you can change the task, start time, duration, notes, and billable status.

For quick changes without leaving the list, click any of these fields to edit them in place:

• Duration, Click the hours value, type a new number, press Enter
• Notes, Click the notes text (or the dash if empty), type, press Enter
• Billable, Click the $ icon to toggle billable/non-billable

Long-running timer protection

If a timer has been running for more than 6 hours, Kiaro will pause and ask whether you are still working. You can choose to keep the timer running or stop it and save the entry. This prevents accidentally logging an entire day (or weekend) because you forgot to stop the timer.

Bulk actions

Select multiple time entries using the checkboxes, then use the bulk actions bar to:

• Mark as billable or non-billable, update all selected entries at once
• Delete, remove all selected entries (with confirmation)

This is useful for month-end cleanup or correcting entries in bulk.

Time entry templates

For recurring work (weekly standups, regular meetings, retainers), create a template on the Time page:

1. Click Create Template
2. Set a label, task, duration, and optional notes
3. The template appears as a clickable pill on the Time page
4. Click the pill to instantly log that time, one click

Templates are stored locally in your browser. Hover over a template to reveal the delete button.

Weekly timesheet

Go to Time → Timesheet for a spreadsheet-style view of your week. Tasks appear as rows, days of the week as columns.

• Click any cell to enter hours as a decimal (e.g., 1.5 for 1 hour 30 minutes)
• Daily column totals and weekly row totals update automatically
• Navigate between weeks with the Previous / Next buttons
• Click Add Task to add a new task row to the timesheet
• Filter by project using the dropdown above the grid (appears when you have 2+ projects)

This is ideal for entering time in bulk at the end of the day or week.

Timesheet approval (Team plan)

On the Team plan, everyone can submit their weekly timesheet for the workspace owner’s approval.

How to submit:

1. Go to Time > Weekly Timesheet and log your hours.
2. When you’re done, click Submit for Approval above the grid.
3. The workspace owner gets an email. Your timesheet for that week is locked (read-only) until reviewed.
4. If you need to make changes before review, click Revoke to unlock the week and edit again.

How the owner reviews:

1. The owner sees pending timesheets in their dashboard’s Needs Attention card and in the email notification.
2. Clicking through opens Time > Approvals, which lists all submitted timesheets awaiting review.
3. For each submission, the owner sees a breakdown of hours by task, project, and client.
4. Approve locks the week permanently and notifies the submitter.
5. Send back for changes requires a note explaining what needs fixing. The submitter gets an email with the feedback and can revise & resubmit.

Billable vs. non-billable

By default, all time entries are billable. Toggle an entry to non-billable for internal work like admin, learning, or meetings that won’t be invoiced.

The Time page shows summary cards including:

• Hours This Week, Total time logged in the current week
• Billable Hours, Billable portion with a percentage rate
• Billable Amount This Week, Calculated from your project hourly rates
• Uninvoiced, Total billable amount not yet converted to an invoice

Hourly rates

Set an hourly rate on each project (in Project → Edit). This rate is used to calculate billable amounts across all time views, the budget burn visualization on project pages, and line item amounts when creating invoices from time entries.

Time rounding

Configure automatic rounding in Settings → Goals. Options include:

• None (exact minutes)
• 5 minutes
• 6 minutes (1/10 of an hour)
• 10 minutes
• 15 minutes
• 30 minutes

When rounding is enabled, timer entries and manual time logs are rounded up to the nearest increment. For example, with 15-minute rounding, 22 minutes becomes 30 minutes.

Creating invoices from time

Go to Time → Create Invoice from Time (or Invoices → From Time Entries) to convert your unbilled time into a draft invoice:

1. Select a client
2. Optionally filter by date range
3. Review the list of uninvoiced billable time entries
4. Select the entries to include (or select all)
5. Click Create Invoice

Kiaro groups the selected entries by task, calculates hours multiplied by the project’s hourly rate for each group, and creates a draft invoice with line items. The time entries are marked as invoiced so they won’t appear again.

Estimated vs. logged hours

Each task has an optional estimated hours field. As you log time, the task’s logged hours updates automatically. The task detail page shows both values so you can see whether work is on track.

Searching and filtering

The Time page includes filters for:

• Date range, All Time, Today, This Week, This Month
• Client, Filter entries by client
• Project, Filter entries by project
• Billable, Show only billable or non-billable entries
• Sort, By date or duration

Cross-tab sync

The timer syncs across browser tabs automatically. If you start a timer in one tab, other tabs will reflect the running timer immediately. You can’t accidentally run two timers at once.

CSV export

Export your time entry data as a CSV file from the time tracking list page.