Odoo Timesheets: Step-by-Step Setup & Approval Guide

Odoo Timesheets is built into Odoo's free Community Edition and lets you track time against projects, generate invoices, and manage approvals. Setting it up takes minutes, and you can start logging time using a timer, manual entry, or grid view the same day.

What is Odoo Timesheets and Why Your Team Needs It?

Odoo Timesheets is a free module for tracking team hours. It connects time entries to projects or tasks, automates invoicing for time-and-materials work, and creates an audit trail for compliance. The module is available in Community Edition (unlimited users, no cost) and Enterprise Edition (with advanced features like AI-powered time suggestions).

Your team probably logs time somewhere already: a spreadsheet, an email thread, or scattered across sticky notes. Odoo Timesheets pulls all of that into one place. Every hour logged is tied to a specific project or task. You can see at a glance who is working on what, how many billable hours have been accumulated, and which time entries are still waiting for approval.

For service businesses, this matters because time is revenue. A software development shop that doesn't track billable hours is leaving money on the table. A consulting firm that can't show clients exactly how many hours were spent on their project looks disorganized. Odoo Timesheets solves this: it's the bridge between "my team did work" and "here's the invoice."

The module handles compliance too. You get a timestamp, an approver signature (electronic), and an edit history. If a labor audit comes knocking, you can prove what your team did and when. This matters more in some industries (construction, staffing, professional services) and less in others (SaaS, product). Either way, having the record is free.

Odoo Timesheets: Community Edition vs Enterprise Edition -- Key Differences

Both editions include the core timesheet functionality: time entry, approval workflows, and invoicing integration. Enterprise adds two high-value features: Timesheets Assistant (AI-powered time suggestions) and Activity Watch integration (automatic time tracking from keyboard and mouse activity). For most teams under 50 people, Community Edition covers all essential needs.

Here is the practical breakdown:

In Community Edition, your team manually logs time using a timer, a text field, or a grid view. They submit their timesheet weekly or daily. A manager approves it. Odoo then invoices the client based on the approved hours. That workflow is complete and production-ready.

In Enterprise Edition, you get Timesheets Assistant, which is an AI layer that sits on top of timesheets. It watches your calendar, your email, your logged activities, and suggests time entries: "You spent 3 hours in client calls on Tuesday. Would you like me to log 3 hours to Project X?" This reduces data-entry friction for distributed teams. The second Enterprise feature, Activity Watch, is more specialized: it's optional desktop software that silently logs your keyboard and mouse activity, which Odoo then translates into timesheet entries. This is useful if your team resists manual time logging, but it requires IT setup and employee buy-in (some companies find it invasive).

Most growing companies start with Community Edition. It is genuinely sufficient. You upgrade to Enterprise only if you have payroll in Odoo already (enterprise module), you are using advanced project planning features, or you want to reduce timesheet submission friction on a large team.

How to Enable Timesheets in Odoo (Step-by-Step)

Enabling Timesheets takes three steps and about 5 minutes. No coding required.

First, log in to your Odoo instance with an admin account. Go to the Apps menu. In the search box, type "Timesheets." The Timesheets app card appears. Click "Install." Odoo installs the module instantly. You will see a notification: "Timesheet installed." You are now in the module.

Second, you need to activate timesheets in your Project app. Go to Projects (via the main menu). Click Configuration (top-right menu). Select Settings. Scroll to the "Timesheets" section. You will see a checkbox labeled "Timesheets." Check it. Below that, you may see "Time Grid View" (optional, useful for bulk entry). Check that too if your team likes a spreadsheet-style interface.

Third, configure the default timesheet rate. Still in Project Settings, find "Timesheet Settings" or "Hour Rate." Enter a default hourly rate (e.g., 150.00 for $150/hour, or leave blank if rates vary by project). Save.

That's it. Your team can now log time. They access timesheets via Project > Timesheets or via their user menu (top-right). First-time users often get confused about where to find the timesheet entry screen, so share the direct link or create a shortcut in their home dashboard.

One tip: before your team starts logging, create your first project and task. Timesheets must link to a project. If you try to log time with no projects in the system, the interface will feel broken. Create a few dummy projects so your team has somewhere to log time during the pilot.

How to Log Time: 4 Methods (Timer, Manual Entry, Grid View, Mobile)

Your team has multiple ways to log time in Odoo. Different methods suit different work styles. Most teams will use a mix.

Method 1: Timer (Real-Time) Click the project/task in the Projects view. You will see a "Start Timer" button. Click it. The timer starts. When you finish the work, click "Stop." Odoo records the duration and prompts you to save. This method is best for focused, block-of-time work: a design sprint, a meeting, a code review. The friction is minimal; you just click start and stop. The timer is visible in a small widget on the top of the screen, so you cannot forget it is running.

Method 2: Manual Entry Go to Timesheets (or Project > Timesheets). Click "New." Select the project, task, and date. In the "Duration" field, enter the hours: 2.5 (for 2.5 hours). Add a description if needed ("Client meeting", "Code review", etc.). Click Save. This method is best for batch entry at the end of the day or week. It is also the fallback when the timer was not started.

Method 3: Grid View (Spreadsheet) Go to Timesheets and switch to the Grid (List) view. You will see a table with dates as columns and projects/tasks as rows. Click a cell and enter hours. No clicking New, no dialog box. This method is best for teams that log time in bulk (e.g., weekly reflection on Fridays) or for managers who approve in bulk. Power users love this.

Method 4: Mobile App Odoo has an official mobile app (Odoo app on iOS and Android). It has a reduced Timesheets interface. You can start/stop a timer or enter hours manually. This method is best for field teams: service technicians, construction crews, delivery drivers. They log time on their phone in the truck or at the job site. The sync is automatic when they reconnect to internet.

In practice, most teams use a mix. Developers might start a timer during sprints and manual-enter at the end of the week. Service teams use mobile timers. Managers use Grid view for reviews. There is no "right" method; let your team choose.

Setting Up Approval Workflows and Validation

Odoo Timesheets has built-in approval states: Draft, Submitted, and Approved. You can enforce these states and configure who approves whom.

First, set approval by project. Go to Project > Configuration > Projects. Select the project. Under "Timesheets," choose an "Approver." This person must approve all timesheets logged to this project. Save.

Second, set validation rules. Go to Project > Configuration > Settings. Under "Timesheets Settings," enable "Timesheets Validation." This forces timesheets through the Submitted > Approved flow and prevents approved timesheets from being edited.

Third, set a lock date. Still in Timesheets Settings, enable "Lock Date" and set a date (e.g., the last day of the month). After this date, no one can create or edit timesheets from that period. This prevents retroactive time claims.

Fourth, configure email reminders. Go to Project > Configuration > Timesheets Validation. You can set up an automated email that reminds your team to submit timesheets on a schedule (e.g., every Friday at 5 PM: "Submit your timesheets by 6 PM"). This combats the common problem of timesheets sitting in Draft forever.

Managers can approve timesheets from the list view. Go to Project > Timesheets. Filter by Status = "To Approve." You will see a list of pending timesheets. Review the hours. If correct, select all and click "Approve." Odoo marks them as Approved and includes them in invoicing.

This workflow prevents gaming. An employee cannot log 50 hours in a 40-hour week and hide it. A manager reviews and catches errors before the invoice goes out.

How to Invoice Time-and-Materials Projects from Timesheets

Time-and-materials (T&M) projects are where timesheets deliver real value. You are billing the client for every hour worked. Odoo automates this.

First, create a sales order for the project. Go to Sales > Orders. Create a new order with the client. In the order line, enter a product (e.g., "Consulting Services") and set the "Invoicing Policy" to "Timesheets." Set the hourly rate: $150/hour, $100/hour, etc. Save the order.

Second, link timesheets to the sales order. When your team logs a timesheet, they select the project. In the project, you have already linked the sales order (go to Project > Configuration > Projects, find the project, scroll to "Sales," and pick the sales order). Odoo automatically matches timesheets to the sales order.

Third, generate the invoice. Go to the sales order. Click "Create Invoice." Odoo pulls all approved timesheets from that project and creates draft invoice lines: "Consulting Services: 42 hours @ $150/hour = $6,300." Review the invoice. Check the hours, the rate, the total. If correct, confirm the invoice and send to the client.

The beauty here is automation. You are not manually adding up hours in a spreadsheet, not copy-pasting into Word, not sending an email saying "I think it was 42 hours." Odoo counted the hours from the approved timesheets. The invoice is accurate and auditable.

One common mistake: forgetting to approve timesheets before invoicing. If a timesheet is in Draft, it is not included in the invoice. Managers often discover this when a client questions why an invoice is for 35 hours instead of the expected 40. The lesson: enforce the approval workflow. Lock the timesheet period and generate invoices only after all timesheets are approved.

Advanced Features: Timesheets Assistant and Activity Watch

Odoo 19.1 (released in 2025) introduced Timesheets Assistant, an AI layer that reduces manual time entry. This is an Enterprise-only feature.

Timesheets Assistant watches your calendar, your email, and your activity log. It notices you spent an hour in a meeting with Client X. It checks the calendar: that meeting was linked to Project X. It suggests: "Log 1 hour to Project X?" You click approve, and the timesheet is created. For teams that resist manual logging, this is game-changing. It cuts data-entry friction by 70% or more.

Activity Watch is the second advanced feature. It is optional desktop software that runs in the background and logs keyboard and mouse activity. Odoo translates this activity into timesheet suggestions. If you were typing in Slack or Google Docs for 2 hours, Activity Watch notices and suggests a 2-hour entry. Like Timesheets Assistant, it reduces manual entry. Unlike Assistant, it is not AI-powered; it is rule-based ("activity in Slack for 30 minutes = 0.5 hours").

Both features are Enterprise-only. Neither is required. Most teams succeed with Community Edition and manual/timer entry. These features are useful if:

• Your team is remote and scattered across time zones (less synchronous communication means more manual logging)
• You have high turnover or seasonal workers who log inconsistently
• You are in a creative industry where "focus time" is hard to measure
• You want to reduce manager overhead in approving timesheets

The tradeoff: both features require infrastructure (Timesheets Assistant requires Odoo AI subscription; Activity Watch requires desktop software installation on every computer). They also have privacy implications. Many companies find them worth it; others prefer transparency and simplicity. Decide based on your team culture.

Frequently Asked Questions

Is Odoo difficult to use? Odoo is easier than most ERP systems. The timesheet module specifically is simple: log hours, submit, approve, invoice. Most teams are productive within a week. The learning curve is flat for basic tasks. Advanced features (approval workflows, automation, invoicing rules) take longer to master, but you can start simple and add complexity later.

Can you provide a beginner tutorial for Odoo timesheets? The official Odoo YouTube channel has 15-minute walkthroughs. Search "Odoo Timesheets Tutorial" on YouTube. Odoo's documentation site also has step-by-step guides. If you are using Opsily's managed Odoo hosting, we include onboarding sessions to walk your team through the setup.

Can you do payroll in Odoo? Yes, but only in Enterprise Edition. Odoo's Payroll app calculates salaries, taxes, and deductions from timesheets. Community Edition does not include payroll. If you need payroll, you either upgrade to Enterprise or export timesheets from Community and process payroll in a third-party system (e.g., ADP, Gusto).

How do you do timesheets in Odoo? You enable the Timesheets module, create a project, and log time using a timer, manual entry, or grid view. Timesheets link to projects and tasks. You submit them, a manager approves them, and Odoo includes approved hours in invoices. The full setup takes 30 minutes for a first-time user.

What is the most popular timesheet software? Popular options include Toggl Track, Harvest, Clockify, and Hours. Most are standalone tools. Odoo Timesheets is unique because it is integrated: time entries feed directly into invoicing and projects, with no manual data transfer. If you are already using Odoo for projects and invoicing, Odoo Timesheets is the simplest choice.

The Bottom Line

Odoo Timesheets is free, simple, and integrated with invoicing. You can enable it in 5 minutes and have your team logging time the same day. The approval workflow prevents errors, and the invoicing automation saves hours of manual work each month.

If you are running a service business, timesheets are not optional: they are how you capture the value you create. Odoo makes this frictionless. So: install the module, set up your first project, and let your team start logging. Your accountant (and your profit margin) will thank you.

Ready to streamline your time tracking and project invoicing? Opsily's managed Odoo hosting removes the infrastructure complexity, so you can focus on running your business.