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Adding a New Employee Time Entry

Learn how to add a new employee time entry in Kudurru Stone.  Select an employee, project, and task, choose your input method, and record hours worked or a time range. Employee time entries are how hours get recorded against projects and tasks in Kudurru Stone. Each entry ties an employee to a specific task, captures hours and billability, and feeds into payroll exports, project cost tracking, and client billing.

Overview

The New Time Entry form is accessed from the Weekly Timesheet or the employee time menu. It requires at minimum an employee, a project, a task, a date, and an hour count. Several fields populate automatically based on your selections, and the form adapts based on your account's configuration (QuickBooks sync, per diem, etc.).

Fields

Field Notes
Employee Required. Dropdown of active users. Defaults to the logged-in user when entering your own time.
Client Optional. Auto-filled when you select a project. Can also be used to filter the project list.
Project Required. Type at least 2 characters to search. Filtered to open projects for your account.
Task Required. Loads automatically after you select a project. Includes an "Add Task" option if you need to create one on the fly (Admin users only).
Date Required. Defaults to today in your account's time zone.
Input Method Required. Choose one of three options — see below.
Hours Worked Required when using the Hours Worked input method. Enter as a decimal (e.g., 1.5).
Start Time Required when using the Start Time input method. Kudurru Stone records a timer from this time.
Start / End Time Required when using the Start/End Time method. Kudurru Stone calculates hours from the range.
Billable Defaults to checked. Uncheck for non-billable work.
Title Auto-filled from the selected employee's default title. Can be changed for this entry.
Activity Code Optional. Classifies the type of work performed.
Task Status Auto-filled from the selected task's current status. Can be updated here.
Notes Optional. Up to 2,000 characters.
Per Diem Only appears if the selected project has per diem enabled. See Per Diem section below.
Quote Only appears for quote-prep projects. Links the time entry to a specific quote.
QuickBooks Fields Only appear if your account is configured for QB or QBO sync.

Input Methods

Three ways to enter hours:

Hours Worked — Enter a decimal number directly. Best for after-the-fact entry.

Start Timer — Enter a start time. Kudurru Stone records that a timer is running and calculates hours when the entry is saved or the timer is stopped.

Start / End Time — Enter a start and end time. Kudurru Stone calculates the duration automatically.

How to Add a Time Entry

  1. Navigate to Employee Time → New Time Entry.
  2. Select the Employee. The Title field will auto-populate with their default title.
  3. Select the Project. Type at least two characters to search. The Client field fills in automatically.
  4. Select the Task from the dropdown. Task Status auto-fills. If the task doesn't exist yet, choose Add Task to create it without leaving the form.
  5. Confirm or change the Date.
  6. Choose your Input Method and fill in the corresponding time field(s).
  7. Confirm Billable is set correctly.
  8. Optionally select an Activity Code, update the Task Status, or add Notes.
  9. If your account uses QuickBooks, select the required QB service and/or payroll item.
  10. Choose how to save:
    • Save — Saves and returns you to the Weekly Timesheet for that employee.
    • Save and Add Another — Saves and reopens a blank form pre-filled with the same employee, date, and title. Useful for entering multiple entries in a row.
    • Add Equipment — Saves and takes you to the edit view to attach equipment or expense records to this entry.

Only Admin users can add new tasks to a project from the time entry screen.

If you do not see your project or task listed you should check the status of that project or task to ensure its status allows time entry.

Per Diem

The per diem section only appears when the selected project has per diem enabled.

Field Notes
Per Diem Check to claim a per diem for this date.
Per Diem Billable Whether to bill the per diem to the client.
Company Credit Card Check if per diem expenses were charged to a company card. Reveals Meals and Lodging amount fields, and a receipt upload.
Meals Dollar amount for meal expenses (company CC only).
Lodging Dollar amount for lodging (company CC only).
Receipts Upload one or more receipt images. Use Add Receipt to attach multiple.

If a per diem claim already exists for the same employee and date, Kudurru Stone will warn you. An allocation preview table shows how per diem will be distributed across all same-day projects based on hours worked.

Tips

  • If you don't see a project in the search results, it may be closed or not yet assigned to your account. Check the project status or contact your administrator.
  • The Save and Add Another button retains employee, date, and title — making batch entry for employees much faster.
  • Task status updates made here are saved to the task itself, not just the time entry. Use this to close out tasks without navigating to the project.
  • Activity Codes classify work type for reporting. If your account uses them consistently, choose the correct code before saving — it cannot be auto-applied retroactively.
  • QuickBooks fields are only visible if QB sync is configured for your account. If you expect to see them and don't, contact your administrator.