Microsoft Teams Timesheet 365 | Track Work Hours Easily
                     Microsoft Teams Timesheet 365 | Track Work 
Hours Easily
Microsoft Teams Timesheet: The Complete Guide for 
Smarter Work Management
Time tracking doesn’t have to be a hassle. When done right, it quietly 
powers productivity, project visibility, and accurate billing without slowing 
anyone down. For organizations already using Microsoft 365, adding a 
Microsoft Teams Timesheet is a smart move. By keeping timesheets in 
Microsoft Teams, employees can log hours right where they already chat, 
meet, and collaborate. No extra tools, no confusion just simple, seamless 
time capture. A Microsoft 365 Timesheet keeps everything centralized, 
easy to use, and efficient, so teams can spend less time on admin work 
and more time delivering results.
This article is a complete guide to Microsoft Teams Timesheet, covering 
why timesheets in Microsoft Teams make sense, how to set them up, 
real-world best practices, automation and integrations with Microsoft 
365, how to handle approvals and reporting, and practical 
troubleshooting.
did you know?
What is a Microsoft Teams Timesheet?
A Microsoft Teams Timesheet is a time-entry solution that’s accessible 
directly from Microsoft Teams. Rather than switching between apps, users 
log hours, tag projects
or cost codes, and submit weekly or daily timesheets inside the Teams 
app or as a connected Microsoft 365 service.
There are multiple ways to implement timesheets in Teams:
Native Microsoft 365 timesheet features (where available in your 
subscription) Third-party timesheet apps that integrate into Teams 
(via Teams apps or tabs)
Custom solutions built with Power Apps + Dataverse + Power 
Automate and surfaced in Teams
All approaches aim to keep time capture contextual, easy, and 
integrated with the rest of your Microsoft 365 ecosystem (Outlook, 
SharePoint, Planner, Power BI, Power Automate).
Challenges Businesses Face Without a Timesheet Solution
Many organizations still rely on manual methods or disconnected tools 
to track employee hours, which creates several operational challenges. 
Here are the most common issues:
1. Inaccurate Time Tracking
When employees log hours at the end of the week or month, they 
often rely on memory. This leads to missing hours, incorrect project 
allocations, and reduced accuracy for billing and payroll.
2. Wasted Administrative Time
Managers spend hours chasing employees for updates, verifying 
spreadsheets, and consolidating data from multiple sources, time that 
could be spent on strategic tasks.
3. Poor Project Visibility
Without a centralized system, it’s difficult to see how time is 
distributed across projects. This leads to delayed decisions, missed 
deadlines, and imbalanced workloads.
4. Billing Disputes and Revenue Leakage
Service-based businesses risk underbilling clients due to missed hours or 
overbilling due to errors, both of which hurt trust and profitability.
5. Lack of Accountability
When time entries are not approved or monitored systematically, it 
becomes harder to hold teams accountable, making performance 
evaluation and resource planning less effective.
6. Limited Insights and Reporting
Manual tracking makes it nearly impossible to generate meaningful 
reports, analyze trends, or make data-driven decisions about productivity, 
utilization, and project profitability.
Why Businesses Need Timesheets in Microsoft Teams
1. Centralized Work Environment
One of the biggest advantages of using timesheets inside Microsoft 
Teams is that employees don’t have to manage multiple platforms. 
Teams already serve as the hub for chats, meetings, file sharing, and 
project collaboration.
By adding timesheets into this ecosystem, employees can log time 
where they already work, reducing context switching.
This centralization minimizes confusion, cuts down on wasted 
time, and encourages higher adoption rates.
2. Improved Accuracy
Traditional time entry often happens at the end of the week, 
leaving plenty of room for memory lapses and errors.
With Teams-based timesheets, employees can record hours 
immediately after completing a task, ensuring real-time accuracy.
This level of precision is vital for fair performance evaluation, 
proper project tracking, and reliable client billing.
3. Boosted Productivity
Productivity is not just about working harder it’s about 
working smarter. By keeping time tracking within Teams, 
employees avoid wasting at workspace (or hours) switching 
between apps.
Managers also benefit from faster workflows, since they can 
review and
approve timesheets directly in Teams without chasing emails or 
waiting for manual reports.
4. Better Project Tracking
Timesheets give managers visibility into how hours are 
distributed across projects, clients, or tasks.
This insight makes it easier to identify challenges, redistribute 
workloads, and ensure projects stay on schedule.
Over time, the data also highlights which projects are profitable 
and which may require process improvements.
5. Transparent Client Billing
For service-based organizations, accurate timesheets are essential 
for billing clients with confidence.
By integrating timesheets in Teams, every billable hour is captured, 
approved, and linked to the right project.
This transparency not only reduces billing disputes but also builds trust 
with clients by showing them exactly where their money is going.
Features to Look for in a Microsoft Teams Timesheet
Choosing the right Microsoft Teams Timesheet isn’t just about tracking 
hours, it’s about making the process simple, accurate, and valuable for 
both employees and managers. Here are the top features every 
organization should look for when using Timesheets in Microsoft Teams 
or a Microsoft 365 Timesheet.
1. Easy Time Entry Options
The success of any timesheet system depends on how easy it is for 
employees to log their hours. If the process feels complicated, adoption 
will drop. Look for multiple time entry options to suit different working 
styles:
 Daily entries: Record hours each day for better accuracy.
 Weekly entries: Enter the full week at once for quick summaries.
 Timer-based entries: Start/stop a live timer to capture exact 
durations.
 Quick-add templates: Use predefined tasks like “Client Support – 1 
hour” to save time.
Benefit: Reduces friction, improves accuracy, and ensures 
employees stay consistent with timesheet policies.
2. Project and Cost-Code Tagging
It’s not enough to know how many hours were worked you need to 
know where those hours went. Project or cost-code tagging makes this 
possible:
 Projects: Track time against specific deliverables.
 Clients: Ensure accurate billing and monitor profitability.
 Cost codes: Allocate time for training, research, or 
administration.
Benefit: Structured tagging enables precise reporting, better resource 
allocation, and clear visibility at project, client, or department levels.
3. Billable vs. Non-Billable Flags
Not every hour of work can be billed to a client, and that’s perfectly 
normal. A strong timesheet system not only distinguishes between 
billable and non-billable hours but also helps organizations see the full 
picture capturing client work as well as valuable internal activities like 
training, team meetings, and process improvements. This way, every hour 
is accounted for and contributes to smarter planning and better business 
decisions.
 Billable hours: Client-facing work such as consulting or project 
delivery.
 Non-billable hours: Internal tasks like training, admin, or team 
meetings.
Benefit: Helps organizations track utilization rates, measure efficiency, 
and balance revenue opportunities with necessary internal work.
4. Approval Workflows
Logging hours are important but so is ensuring accuracy. Approval 
workflows add accountability by allowing managers to verify 
timesheets:
 Employee submits → Manager notified in Teams → Approve or 
reject with comments.
 Escalation workflows notify higher-level managers if approvals 
are delayed.
Benefit: Reduces errors, ensures correct billing, and creates a transparent 
audit trail of who approved what and when.
5. Mobile Accessibility
In a world of remote work and field teams, employees need to log hours 
on the go. Mobile support is non-negotiable:
 Teams’ mobile app integration: Log time anywhere, anytime.
 Mobile-optimized forms: Dropdowns, auto-fill, and responsive design 
make entry easy on small screens.
Benefit: Ensures timesheets are completed on time, even outside the 
office.
6. Reporting and Export
Time data only becomes valuable when it’s turned into insights. Reporting 
and export features make this happen:
 CSV/Excel export: Share timesheet data with finance or client teams.
 Power BI dashboards: Visualize utilization, billable vs. non-billable 
ratios, and project progress.
 Automated reports: Deliver weekly or monthly summaries to 
managers.
Benefit: Converts raw data into actionable intelligence for smarter 
decision-making.
7. Audit Trail and Edit History
Mistakes happen but transparency is key. An audit trail shows exactly:
 Who did the edit.
 When the change was made.
 What was updated (before vs. after).
Benefit: Provides accountability, reduces disputes, and ensures 
compliance with client and organizational policies.
8. Seamless Integration with Microsoft 365 and Beyond
Timesheets should never work in isolation. Integration makes 
them far more powerful:
 ERP/Accounting tools: Sync billable hours for accurate client 
invoicing.
 Project Management apps (Planner, Project, Jira): Link time 
directly to tasks.
 Microsoft 365 ecosystem: Use Power Automate for workflows, 
SharePoint for storage, and Power BI for analytics.
Benefit: Eliminates duplicate work, saves time, and creates a single 
source of truth across operations, finance, and projects.
How to Use a Timesheet in Microsoft Teams step by step
Below is a practical, subscription-agnostic setup that works for most 
organizations using Microsoft 365.
9. Decide the Approach
Before you build or buy, decide how much control, speed, and 
flexibility your organization needs.
 Simple & fast:
If your priority is quick deployment, go to the Teams App Store 
and add a prebuilt timesheet solution. Many vendors offer apps 
that are ready to use with minimal configuration. Microsoft Teams
 Timesheet are ideal for small businesses that want to start 
tracking time immediately without developing their own system.
 Control & customization:
For organizations that want to design their own workflows, a 
custom Power
App is the best choice. By connecting Power Apps to Dataverse or 
SharePoint lists, you can define your own fields, rules, and UI. This 
gives maximum flexibility but requires more setup and some 
technical know-how.
 Native Microsoft 365 option:
Some Microsoft 365 subscriptions include built-in timesheet 
functionality, often through Project Online or Project for the web. If 
you already have access, you can integrate these directly into Teams 
as a tab or app. This provides a seamless Microsoft experience but 
depends on your licensing.
Tip: Always evaluate your budget, IT resources, and reporting 
needs before committing to one approach.
2. Create the Data Model
Behind every timesheet system is a database or list that stores the 
information. If you’re using SharePoint or Dataverse, design a table with 
essential fields such as:
 User (who logged the time)
 Date (day of the work)
 Project Code (what project/client/task the time is linked to)
 Hours (number of hours worked)
 Billable Flag (yes/no for client billing)
 Notes (description or comments)
 Approval Status (pending, approved, rejected)
 Approver (manager responsible)
 Submission Date (when the entry was submitted)
Tip: Keep the model simple to start. You can always add advanced fields 
later, like cost rates or overtime flags.
3. Build the UI in Teams
Once you have your data model, you need a user-friendly way for 
employees to enter their hours.
 Teams’ tabs: Add your app as a tab in relevant project or 
department channels. This makes it easy for teams to find 
the timesheet.
 Personal app in Teams app bar: Allow individuals to access their 
personal timesheet dashboard, independent of team channels.
 Power Apps interface: If you build in Power Apps, make sure to design 
responsive screens that work well on desktop and mobile. Include 
dropdowns, toggles, and pre-filled defaults to minimize typing.
Tip: Simplicity is key, too many input fields will discourage adoption.
4. Add Validation & Helpers
Validation prevents mistakes and improves data quality. Examples include:
 Auto-suggest project codes: Connect to a master project list so users 
can’t misspell or invent project names.
 Prevent unrealistic entries: Block submissions with more than 24 
hours per day.
 Weekly totals: Show users a running weekly total so they can 
quickly spot errors.
 Quick-add presets: Allow shortcuts for recurring tasks, like “Daily 
Standup
0.5 hours.”
Tip: These small helpers save time for users and reduce corrections for 
managers.
5. Automate Approvals
Manual approval chains slow things down. Instead, use Power 
Automate to streamline the process:
 Step 1: User submits timesheet.
 Step 2: Manager gets a notification in Teams (or Outlook).
 Step 3: Manager approves/rejects with optional comments.
 Step 4: Status automatically updates in SharePoint/Dataverse.
 Step 5 (optional): If approval is delayed, escalate to another 
manager after a set number of days.
Tip: Keep the approval process simple, one or two levels of approval 
are usually enough.
6. Reporting & Analytics
Once data is flowing in, you need to turn it into insights:
 Power BI integration: Create dashboards to track utilization billable 
vs non- billable hours, project progress, and overdue timesheets.
 Exports: Enable scheduled exports (CSV/Excel) for payroll and 
invoicing teams who may not use Power BI.
 KPIs: Monitor metrics like average hours worked per week, project 
burn rate, and approval cycle time.
Tip: Share visual dashboards inside Teams channels so managers can 
see project health at a glance.
7. Rollout & Training
Even the best timesheet system fails if employees don’t use it. 
Rollout is just as important as setup:
 Pilot first: Start with a small group (one team or department). This 
lets you identify bugs and collect feedback.
 Training materials: Record short tutorial videos or create step-by-step 
guides inside Teams channels.
 Feedback loop: Ask users for feedback during the pilot and 
make adjustments before full rollout.
 Scale gradually: Once proven, expand to more teams, and 
standardize policies for the whole organization.
Best Practices for Using Microsoft Teams Timesheets
Implementing a Microsoft Teams Timesheet is only half the journey, the 
real value comes when employees enjoy using it. A well-designed process 
ensures accurate data, happier teams, and smarter business decisions. 
Here are some best practices to get the most out of your timesheet 
setup:
1. Keep Entries Quick and Simple
Nobody likes filling out long, complicated forms. Limit timesheet fields to 
the essentials such as project, hours, and billable/non-billable flags. The 
faster it is to log time, the more likely employees are to do it consistently 
and accurately.
2. Use Ready-Made Templates
Speed up entries by providing project-based templates for common tasks.
For example, a “Client Support –  1 hour” shortcut can save employees 
from repetitive typing. Microsoft Teams timesheet with templates not 
only save time but also improve consistency across the team.
3. Enforce Weekly Submission
Daily entries may feel too rigid, while monthly submissions risk 
forgotten details. A weekly cadence strikes the perfect balance. Set up 
gentle policies backed by automated reminders to ensure everyone 
submits on time without feeling micromanaged.
4. Train with Real-Life Examples
Employees often juggle multiple activities in a single day. Training should 
go beyond the basics and show practical examples, like recording “2 
hours on a project” followed by “1 hour in a client meeting.” When people 
see real-world scenarios, adoption grows.
5. Automate Smart Reminders
Don’t rely on memory alone. Use Power Automate or scheduled Teams 
messages to send polite nudges when submissions are due. Automated 
reminders keep timesheets top of mind while reducing the burden on 
managers.
6. Integrate with Tasks and Projects
Timesheets become far more valuable when tied to deliverables. Link 
entries
to Planner tasks or Project tasks, so hours are directly connected to 
outcomes.
This creates a clear line between effort and results, making reporting 
much more powerful.
7. Audit and Spot-Check Regularly
Accuracy matters. Periodically review timesheets to ensure projects 
are tagged correctly and spot any recurring mistakes. Quick audits 
prevent small errors from becoming costly issues later.
8. Respect Privacy and Compliance
Timesheet notes can sometimes include sensitive details. Make sure your 
retention and privacy policies align with HR and legal standards. 
Protecting employee trust is just as important as capturing accurate 
data.
Conclusion
If you’re ready to see how Microsoft Teams Timesheet can transform the 
way your team tracks time, now is the perfect moment to take action. Our 
solution can be tailored to match your unique workflows, team size, and 
reporting needs whether you need a simple setup or a fully customized 
approach. Our approach is designed to be flexible, adapting to your 
organization’s unique workflows, team structure, and reporting needs. 
Whether you’re a small business looking for a quick, ready-to-use setup or 
a larger enterprise requiring a fully tailored solution with custom fields, 
automated approvals, and detailed analytics, we make it easy to get 
started.
Ready to get started?
Let’s help your team spend less time on manual tracking and more time 
focusing on meaningful work. Reach out today to start the conversation 
and see how this solution can work for you.