Worklog App Overview
Track billable hours, manage projects and clients, and generate professional PDF invoices — all from one lightweight time-tracking tool built for consultants, freelancers, and project-based teams.
What is the Worklog App?
The Worklog App is a minimalist time-tracking and invoicing solution for non-shift employees who need to log work hours without complex scheduling or attendance systems. Users create time entries against projects and clients, mark entries as billable or non-billable, set hourly rates, and generate PDF invoices directly from their logged hours.
Core Value Proposition:
- Simple time logging — Record hours by date, start/end time, or manual entry with project and client tagging
- Billable tracking — Distinguish billable from non-billable work and calculate earnings automatically
- One-click invoicing — Generate branded PDF invoices from uninvoiced billable entries
- Privacy first — Personal worklogs are private by default; sharing is opt-in per project and client
At a Glance
| Personal Tracking | Multi-Currency | Mobile Ready |
|---|---|---|
| Per-user worklogs | USD, EUR, GBP, CAD, AUD | Yes |
Perfect For:
- Consultants and freelancers — Log client hours and generate invoices
- Project-based teams — Track time across multiple projects with color-coded organization
- Finance and admin — Configure rates, export CSV data, and control privacy settings
How It Works
Time Entry to Invoice Flow
┌───────────────────────────────────────────────────────────────────┐
│ WORKLOG: ENTRY TO INVOICE │
├───────────────────────────────────────────────────────────────────┤
│ │
│ ┌──────────────┐ ┌──────────────┐ ┌──────────────┐ │
│ │ LOG TIME │───▶│ TAG ENTRY │───▶│ SET RATE & │ │
│ │ (Date, │ │ (Project, │ │ BILLABLE │ │
│ │ Hours) │ │ Client) │ │ STATUS │ │
│ └──────────────┘ └──────────────┘ └──────┬───────┘ │
│ │ │
│ ▼ │
│ ┌──────────────┐ ┌──────────────┐ ┌──────────────┐ │
│ │ DOWNLOAD │◀───│ GENERATE │◀───│ SELECT │ │
│ │ PDF │ │ INVOICE │ │ UNINVOICED │ │
│ │ │ │ (Auto- │ │ ENTRIES │ │
│ │ │ │ numbered) │ │ BY CLIENT │ │
│ └──────────────┘ └──────────────┘ └──────────────┘ │
│ │
└───────────────────────────────────────────────────────────────────┘
Rate Cascade
┌─────────────────────────────────────────────────┐
│ HOURLY RATE RESOLUTION │
├─────────────────────────────────────────────────┤
│ │
│ 1. Entry-level rate (user override) │
│ │ │
│ ▼ (if blank) │
│ 2. Client default rate │
│ │ │
│ ▼ (if blank) │
│ 3. Project default rate │
│ │ │
│ ▼ (if blank) │
│ 4. App-wide default rate (Settings) │
│ │
└─────────────────────────────────────────────────┘
Dashboard and Navigation
┌──────────────────────────────────────────────────┐
│ WORKLOG APP TABS │
├──────────────────────────────────────────────────┤
│ │
│ ┌───────────┐ ┌─────────────┐ ┌──────────┐ │
│ │ Dashboard │ │ Time │ │ Projects │ │
│ │ (Stats, │ │ Entries │ │ (Manage, │ │
│ │ Recent │ │ (Filter, │ │ Color, │ │
│ │ entries) │ │ Export, │ │ Rates) │ │
│ └───────────┘ │ Invoice) │ └──────────┘ │
│ └─────────────┘ │
│ ┌───────────┐ ┌─────────────┐ │
│ │ Clients │ │ Settings │ │
│ │ (Contact, │ │ (Admin │ │
│ │ Rates, │ │ only) │ │
│ │ Invoices)│ └─────────────┘ │
│ └───────────┘ │
│ │
└──────────────────────────────────────────────────┘
Key Features
⏱️ Time Entry Logging
Users log work by date with either a manual hour count or start/end times. Each entry can be tagged to a project and client, marked as billable or non-billable, and given a description. Hours are automatically calculated from start/end times when both are provided.
| Feature | Description |
|---|---|
| Manual or timed entry | Enter hours directly or provide start/end times for automatic calculation |
| Billable toggle | Mark each entry as billable or non-billable; configurable default |
| Hourly rate | Set a per-entry rate; falls back to client, project, or app default |
| Auto-calculate amount | Total amount computed automatically from hours multiplied by rate |
| Project and client tagging | Associate entries with a project, a client, or both |
| Description field | Free-text summary of work performed; optionally required via settings |
| Inline project/client creation | Create a new project or client directly from the time entry form |
| Date validation | Future dates blocked by default; configurable in settings |
Use Case: A consultant logs 3.5 hours for a client meeting. They select the client, pick the project, and the entry auto-calculates the total at the client’s default rate. The entry is marked billable and ready for invoicing.
Pro Tip: Use start and end times instead of manual hours for accurate tracking — the app calculates the duration automatically and avoids rounding errors.
📊 Dashboard and Statistics
The dashboard provides at-a-glance metrics for time tracked today, this week, and this month, along with billable earnings and uninvoiced totals. Recent time entries and project/client summaries are displayed in a card-based layout.
| Metric | Description |
|---|---|
| Today’s hours | Total hours logged for the current day |
| This week’s hours | Aggregate hours for the current week |
| Monthly billable amount | Total dollar value of billable entries this month |
| Uninvoiced amount | Sum of all billable entries not yet invoiced |
| Recent entries table | Latest time entries with date, project, client, hours, billable status, and amount |
| Recent projects sidebar | Color-coded project list with total hours |
| Recent clients sidebar | Client list with uninvoiced amount and “Ready” badge |
| Quick invoice modal | Generate invoices per client directly from the dashboard |
Use Case: At month-end, a freelancer opens the dashboard, sees $4,200 in uninvoiced work, and clicks “Generate Invoice” to create a PDF for each client with uninvoiced entries.
📁 Project Management
Projects organize time entries into logical groups. Each project has a name, description, color label, default hourly rate, and active/inactive status. Projects can be private (visible only to the creator) or shared (visible to all users in the business).
| Feature | Description |
|---|---|
| Create and edit | Name, description, color, and default rate |
| Color coding | Hex color label for visual identification in tables and badges |
| Default rate | Per-project hourly rate used when no entry-level rate is set |
| Active/inactive toggle | Deactivate completed projects without deleting |
| Private or shared | Private projects visible only to creator; shared visible to all |
| Deletion protection | Projects with existing entries cannot be deleted |
| Total hours and earnings | Aggregated stats per project |
| Search and filter | Filter by status, sharing mode, or search by name |
Use Case: A team lead creates a shared project “Website Redesign” with a $150/hour default rate and a blue color label. All team members can log time against this project, and entries inherit the $150 rate unless overridden.
👥 Client Management
Clients represent the people or organizations being billed. Each client has contact information (name, email, phone, address), a default hourly rate, and sharing controls. Client records tie entries to invoices.
| Feature | Description |
|---|---|
| Contact details | Name, email, phone, and freeform contact info |
| Default rate | Per-client hourly rate, highest priority in the rate cascade |
| Active/inactive toggle | Deactivate clients without deleting |
| Private or shared | Control visibility across the business |
| Uninvoiced summary | View uninvoiced entry count and total amount per client |
| Recent entries | See the latest time entries for a specific client |
| Deletion protection | Clients with existing entries cannot be deleted |
| Last invoice date | Track when the client was last invoiced |
Use Case: A consultant adds a new client “Acme Corp” with a $200/hour rate. All entries tagged to Acme Corp automatically use $200/hour. From the client detail page, the consultant can see $3,600 in uninvoiced work and generate an invoice.
🧾 Invoice Generation
Invoices are generated from selected billable, uninvoiced time entries for a single client. The app creates a professional PDF with auto-numbered invoice IDs (INV-YYYY-NNNN), line items, totals, and company branding. Invoices track their lifecycle from draft through sent, paid, or cancelled.
| Feature | Description |
|---|---|
| Auto-numbered invoices | Sequential format INV-YYYY-NNNN per user per year |
| PDF generation | Professional branded PDF using Prawn with company info, client details, and line items |
| Invoice statuses | Draft, Sent, Paid, Cancelled with lifecycle management |
| Due date | Automatically set to 30 days from invoice date |
| Line items | Date, project, description, hours, rate, and amount per entry |
| Totals section | Total hours, subtotal, and total amount |
| Multi-currency | USD, EUR, GBP, CAD, AUD with configurable default |
| Company branding | Company name, contact info, and optional logo on invoices |
| Quick invoice from dashboard | Select a client with uninvoiced entries and generate in one click |
| Cancel with rollback | Cancelling an invoice marks all its entries as uninvoiced again |
Use Case: At the end of the month, a freelancer opens the dashboard, sees “Acme Corp — 12 entries, 47.5h, $9,500” and clicks “Generate Invoice.” The app creates INV-2026-0003 as a PDF, which they download and send to the client.
Pro Tip: Use the Quick Invoice modal on the dashboard to generate invoices per client without navigating to the entries page.
📤 CSV Export
Export filtered time entries to CSV for external reporting, accounting software import, or personal records. Export respects all active filters (date range, project, client, billable status).
| Feature | Description |
|---|---|
| Filtered export | CSV reflects the same filters applied to the entries list |
| Configurable columns | Optionally include hourly rates and amounts |
| Date format options | MM/DD/YYYY, DD/MM/YYYY, or YYYY-MM-DD |
| Non-billable toggle | Optionally exclude non-billable entries from exports |
| Date-stamped filename | Automatic filename with date range for easy organization |
Use Case: An accountant exports all billable entries for Q1 2026 as a CSV, imports it into their accounting software, and reconciles against generated invoices.
📱 Mobile Support
The Worklog app includes a full mobile web experience for logging time on the go. Users can view their dashboard with stats, browse recent entries, log new time entries, view projects, and review invoices.
| Feature | Description |
|---|---|
| Mobile dashboard | Period stats (today, week, month) with filtering |
| Log time on mobile | Full entry form with project and client selection |
| View entry details | Tap any entry to see full details |
| Browse projects | View active projects on mobile |
| View invoices | Browse and view invoice details with entry breakdown |
| Dark mode | Full dark mode support in the mobile layout |
⚙️ Admin Configuration
Admins configure the Worklog app through a tabbed settings page with six categories: General, Time Tracking, Invoicing, Export, Privacy, and Notifications.
| Category | Settings |
|---|---|
| General | Enable/disable WorkLog for the business |
| Time Tracking | Require project, require client, require description, default billable status, max hours per entry, allow future dates |
| Invoicing | Default hourly rate, company name on invoices, contact information, logo toggle, default currency (USD/EUR/GBP/CAD/AUD) |
| Export | Include non-billable in CSV, date format, include rates in exports |
| Privacy | Allow admin access to view all user time logs |
| Notifications | Weekly summary emails, reminders for incomplete days |
User Roles & Permissions
| Role | Capabilities |
|---|---|
| Employee | Log time entries; create/manage personal projects and clients (private); view own dashboard and stats; generate invoices from own entries; export own entries to CSV; access mobile views |
| Manager | Everything above; view shared projects and clients created by team members |
| Admin | Everything above; access Settings tab to configure time tracking rules, invoicing defaults, export options, privacy controls, and notification settings; optionally view all user time logs (when privacy setting enabled) |
All worklog data is private to the individual user by default. Projects and clients can be set to “shared” to make them visible to other users in the same business.
Getting Started
For Employees
- Open Worklog from the Apps menu.
- Click Log Time to create your first time entry.
- Enter the date, hours (or start/end times), description, and optionally select a project and client.
- Mark the entry as Billable if applicable and set the hourly rate.
- View your dashboard to monitor hours and earnings.
For Consultants and Freelancers
- Create Clients for each person or organization you bill.
- Create Projects for each engagement or workstream, with a color and default rate.
- Log time entries daily, tagging each to the relevant project and client.
- At billing time, open the dashboard and use Quick Invoice to generate a PDF per client.
- Use Export CSV for external bookkeeping and reconciliation.
For Administrators
- Navigate to the Settings tab in the Worklog app.
- Under Time Tracking, configure which fields are required (project, client, description).
- Under Invoicing, set the company name, contact info, and default currency for invoices.
- Under Privacy, decide whether admins can view all user time logs.
- Under Notifications, enable weekly summaries or incomplete day reminders.
Best Practices
- Log time daily. Small, frequent entries are more accurate than trying to reconstruct a week from memory.
- Use projects and clients consistently. Tag every entry so filtering and invoicing are seamless.
- Set default rates at the client level. This ensures every entry for that client uses the correct rate without manual overrides.
- Generate invoices promptly. The dashboard uninvoiced amount highlights work that’s ready to bill — don’t let it accumulate.
- Export regularly for accounting. Use the CSV export with date range filters to provide monthly or quarterly reports to your finance team.
- Keep projects active only while in use. Deactivate completed projects to keep dropdown lists clean without losing historical data.
- Use shared projects for team work. When multiple people track time against the same project, set it to “shared” so everyone can see and select it.
Frequently Asked Questions
Q: Can I track time without assigning a project or client?
A: Yes. Project and client fields are optional by default. Your admin can make them required in Settings if your organization needs stricter categorization.
Q: How are hourly rates determined?
A: The app uses a cascade: entry-level rate first, then client default rate, then project default rate, then the app-wide default from Settings. The first non-zero value wins.
Q: Can other people see my time entries?
A: No. All worklog data is private to you by default. Admins can optionally enable a setting to view time logs for reporting purposes, but this is off by default.
Q: What happens when I cancel an invoice?
A: All entries on that invoice are marked as uninvoiced again, so they become available for a new invoice.
Q: Can I use Worklog on my phone?
A: Yes. The mobile web view supports viewing your dashboard, logging new entries, browsing projects, and reviewing invoices.
Related Resources
- Apps & Extensions Overview — All marketplace apps
- Time & Attendance App Overview — Shift-based clock-in/out and attendance tracking
Log every hour, bill every dollar, and stay on top of your projects with the Worklog App.
