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Time Tracking & Reporting

Overview​

The Time Tracking & Reporting module provides freelancers with a built-in tool to log work hours, manage time entries, and generate reports or invoices based on hourly rates.

This tool is free for all freelancers registered on TFST and integrates with the Payments & Billing module to facilitate automated invoicing.

Core Entities​

Time Entry​

  • Represents a freelancer’s logged work session.
  • Includes:
    • Date → The date when the work was done.
    • Hours Worked → Total number of hours worked on that date.
    • Project Reference → Links the entry to a specific project.
    • Task Reference (Optional) → Links the entry to a specific task.
    • Hourly Rate → Defined by the freelancer or contract.
  • Flexible Input:
    • Freelancers can log hours without specifying a start/end time.
    • Example:
      • ✅ "Worked 5 hours today on Project X."
      • ✅ "Spent 3 hours on API Development this week."

Project​

  • Represents a freelance job or contract where time entries are recorded.
  • Includes:
    • Client Reference → Links the project to a specific client.
    • Freelancer Reference → Assigned freelancer.
    • Hourly Rate → Base rate for invoicing.
    • Status → (Active, Completed, Canceled).

Invoice (Linked to Payments & Billing)​

  • Invoices can be automatically generated from tracked hours.
  • Calculation:
    Total Amount = Total Hours Worked x Hourly Rate
  • Invoices are stored in the Payments & Billing module.

Time Report​

  • A summarized view of logged hours per:
    • Project
    • Client
    • Time Period
    • Task (if applicable)
  • Used for internal tracking or invoicing purposes.

Relationships​

  • Freelancer (1:N) Time Entries → A freelancer logs multiple time entries.
  • Project (1:N) Time Entries → A project accumulates multiple time logs.
  • Time Entry (1:1) Invoice → Time logs can be grouped into invoices.
  • Freelancer (1:N) Reports → Freelancers generate reports from tracked hours.
erDiagram
    Freelancer ||--o{ TimeEntry : logs
    TimeEntry ||--|| Project : belongs_to
    TimeEntry ||--o| Invoice : billed_in
    Freelancer ||--o{ TimeReport : generates
    Project ||--o{ TimeEntry : accumulates

Validation & Approval Workflows​

As the system evolves, different levels of validation will be introduced:

  1. Self-Managed Mode (Default)

    • Freelancers log their own hours without external validation.
    • Designed for personal tracking and reporting.

  2. Supervised Validation (For Consultancies & Teams)

    • Project managers can review and approve hours before invoicing.
    • Supports custom approval workflows (e.g., weekly or monthly reviews).

  3. Automated Validation (Future)

    • Integration with time tracking tools (e.g., Toggl, Clockify, Jira).
    • AI-based validation using activity logs, commits, and project interactions.

  4. Smart Contracts for Payments (Future)

    • Validated hours trigger automatic payments via escrow-based smart contracts.
    • Ensures transparency between freelancers and clients.

Key Features​

  • Simple Time Logging

    • Freelancers select a date and input total hours worked.
    • No need for start/end times.

  • Project-based Hourly Rates

    • Set different rates per client or project.
    • Supports fixed-price or hourly contracts.

  • Automated Invoice Generation

    • Converts time entries into invoices (when enabled).
    • Supports partial payments for ongoing projects.

  • Comprehensive Time Reports

    • Filters by date range, project, client.
    • Export to PDF, XLSX, CSV for client reporting.

Future Enhancements​

  • AI-based time tracking → Smart recommendations for logging hours.
  • Task-Level Tracking → Assign time entries to specific tasks.
  • Mobile App Support → Native mobile app for real-time tracking.
  • Blockchain Validation → Immutable proof of work logs.