Getting Started

Welcome to ProHours! This guide will help you get up and running quickly.

Creating Your Account

Sign up with your email address. We'll send you a verification code to confirm your account. You can also sign up with Google.

After validation, the Getting Started screen helps you set up your first Client, Project, and Resource. You can skip this step and manage everything later in Workspace Settings.

Logging In

Time Entries

Track your work efficiently

Time entries are the core of ProHours. Each entry records work you've done.

Adding an Entry

Click the "Add Time Entry" button to create a new time entry.

ProHours gives you two ways to log time. Choose the experience that fits your workflow. You can select your preferred mode anytime in Workspace Settings.

a. Complete Time Entry Form

The traditional dialog with all fields available. Ideal when you need full control and detailed inputs.

b. Quick Entry Bar

A compact inline bar designed for speed. Add project, hours, resource, description, and date directly from the Home screen without opening a separate form.

You can expand the bar at any time to access advanced options such as categories, billing settings, recurrence, and private notes.

Keyboard Shortcuts

Logging time is even faster using your keyboard.

On the Home page:

- Press Enter to open the entry interface.

- Press Enter again to open dropdown lists.

- Use Arrow Keys to navigate between options.

- Press Enter to move to the next field.

- When writing the description, press Enter to save the entry instantly.

No mouse required. Just flow.

Editing Entries

Click any entry in the table to edit it. You can modify all fields including hours and descriptions.

Deleting Entries

Use the delete button to remove entries. Deleted entries cannot be recovered.

Clients

Organize work by client

Clients help you organize your projects and time entries.

Adding Clients

Create clients to group related projects together. Each client can have multiple projects.

Value Add Tax (VAT) and Client Rates

Set hourly rates at the client level. These rates are used for billing calculations. You can also define the VAT percentage that will be applied to billable entries for this client.

Archiving Clients

Archive clients you no longer work with. Archived clients won't appear in dropdowns but their data is preserved.

Projects

Manage your work projects

Projects belong to clients and help you categorize your time entries.

Creating Projects

Each project must belong to a client. Add a name and optionally set a project-specific rate.

Project Rates

Project rates override client rates. Leave blank to use the client's default rate. You can also make the project non-billable to automatically exclude all time entries from billing.

Buckets

Link projects to hour buckets to track time against allocated hours.

Resources

Track who does the work

Resources represent team members or individuals doing the work.

Adding Resources

Create resources for each person who logs time. This helps with team reports and billing.

Resource Rates

Resource rates override project rates. Leave blank to use the project or client default rates.

Resource Assignment

Assign resources to time entries to track who worked on what.

Overtime Rates

Track different billing rates

Work types allow different multipliers for the same work.

Default Work Types

ProHours creates "After hours" (1.5x) and "Holiday & weekend" (2x) by default. These default types can be edited or deleted.

Custom Work Types

Create additional work types with custom multipliers for your billing needs.

Base Hours vs Final Hours

When a work type is applied, base hours are multiplied to calculate final billable hours.

Recurrences

Automate repeating work with scheduled entries

Set up recurrences to automatically generate time entries on a schedule (daily, weekly, monthly, or custom).

ProHours creates the entries for you, so routine tasks are always tracked consistently. You can review, edit, or disable recurrences anytime from Workspace Settings.

Time Sheets

Create time sheets instantly from filtered time entries and set up an approval workflow

Filter time entries on App/Home and click on the Time Sheet action icon.

You can add a description, review all included entries, and configure a step-by-step approval workflow with workspace members. Assign Reviewers and Approvers, then send the Time Sheet for approval.

Each step receives an in-app notification and an email alert, and the Time Sheet status updates as approvals progress.

You can also download a PDF report including all details and the full approval history.

Buckets

Track time against allocations

Buckets help you manage allocated hours for projects.

Creating Buckets

Set up buckets with total allocated hours, date ranges, and a scope of work.

Linking Projects

Connect multiple projects to a single bucket to track combined usage.

Date Range

Limit which time entries count toward the bucket by setting an optional From and Until date. Only entries within this range will be included in the bucket usage calculation.

Scope of Work

Outline the services or tasks covered by the bucket. This will appear on the Bucket PDF report.

Bucket Controls

Control what happens when a bucket reaches its allocated hours. You can block new entries, or allow overtime usage and optionally mark exceeded hours as billable depending on your contract rules.

Tracking Progress

View used hours vs total hours to monitor project budgets. You can also export active and archived buckets as a PDF report.

Liver timers

Track time as it happens

Live timers allow you to track work in real time with a simple start, pause and stop flow.

When a timer is stopped, you can instantly convert it into a time entry with start and end times automatically filled in. Use live timers to capture work accurately without manually calculating hours.

All completed timers are saved in the timer history. You can see past sessions, check whether a time entry was crated, open related entries, or export timer logs as a CSV file.

Reports & Export

Generate beautiful reports

Export your time data for billing and analysis.

PDF Reports

Generate professional PDF reports with your branding. Perfect for client invoices.

CSV Export

Export raw data to CSV for spreadsheet analysis or import into other tools.

Filtering

Use date ranges and filters to export exactly the data you need.

Team Management

Collaborate with your team

Invite team members to collaborate on time tracking.

Inviting Members

Invite team members by email. They must create their own ProHours accounts first.

Member Roles

- Manager: Can manage team members and settings except account deletion.

- Collaborator: Can add and edit time entries. Can manage settings except Workspace and Team.

- Viewer: Can only view entries.

Client Access

Restrict which clients each team member can see and log time against.

CSV Import

ProHours lets you import multiple time entries at once using a CSV file, making it easy to migrate data from another tool or upload time logs in bulk.

Download the CSV Template 

This ensures your file includes the correct column names and format.

Fill Out the CSV File 

Add one row per time entry.

Required fields include:

- entry_date (YYYY-MM-DD)

- description

- hours

- project_name (must match an existing project name exactly)

- client_name, resource_name (must exist exactly)

Optional fields include:

- category_name, work_type_name (must exist exactly)

- billable (true/false)

- start_time, end_time (HH:mm)

- private_notes

Upload the File and Preview Import 

Click Browse to select your CSV, then click Preview Import. ProHours will validate the data and show a summary:

- Total entries

- Total hours

- Date range

- Projects included

 In the Import Preview, you can review each row and confirm/edit key values like Client, Project, Resource, and Category. This preview step helps avoid mistakes like missing categories or invalid project names.

Confirm Import 

Click Confirm Import to finalize. ProHours will create the new time entries exactly as shown in the preview.

Settings

Customize your workspace

Configure ProHours to match your workflow.

Workspace Settings

Set your timezone, date format, and currency symbol.

Theme & Colors

Choose your primary color.

Logo Upload

Upload your company logo to appear on PDF exports.

My Account

Manage your personal information

Use this section to update how your name appears across ProHours.

Update your password securely with email verification.

To keep your account protected, ProHours requires verification when changing your password. A confirmation code is sent to your email and must be validated before the new password is saved.

Subscription

Manage your plan

Upgrade to get more entries and priority support.

Free Plan

Start with time entries at no cost. Perfect for trying out ProHours.

Paid Plans

Upgrade for more entries and priority support.

Usage Tracking

Monitor your entry usage in the subscription dialog.

Troubleshooting

Common issues and solutions

Having trouble? Here are solutions to common issues.

Can't Log In

Check your email for the verification link. Use "Forgot Password" if needed.

Missing Data

Ensure you're viewing the correct date range. Check filters that might be hiding entries.

Export Issues

Make sure you have entries in the selected date range before exporting.

Need Help?

Contact support at support@projeects.com for additional assistance.