How Do You Use Time Reports?

One app. Infinite ways to organize.

Whether you are a solo freelancer or managing a 50-person team, Custom Fields allow you to track exactly what matters to your business. See how others are using Time Reports Pro to reclaim their time.

    • The Goal: Precise billing and clear audit trails for client work.

    • The Setup:

      • Dropdown Field: "Client Name" (Ensures every entry is filed under the correct client for error-free reporting).

      • Toggle: "Invoiced?" (A simple switch to flag which events have already been billed).

      • Product Catalog: "Service Rates" (Assigns specific hourly rates that automatically calculate totals based on event duration).

    The Success:"I used to spend 4 hours every Friday trying to remember what I did. Now, I just flip the 'Invoiced' toggle as I go and my reports are pre-written."

    • The Goal: Tracking job phases and material costs across multiple locations.

    • The Setup:

      • Color Field: "Job Status" (Blue for 'Quote', Yellow for 'In-Progress', Green for 'Complete'). Note: Perfect for high-level status as it uses the 11-color Google limit.

      • Text Field: "Material Expenses" (Enter dollar amounts here to keep them organized alongside your labor hours in your spreadsheet).

      • Text Field: "Gate Code / Site Notes" (Provides essential info to the crew directly in the sidebar).

    The Success:"Seeing my calendar turn Green as the jobs finish gives me instant peace of mind, and having my material costs right in the spreadsheet saves me hours of data entry."

    • The Goal: Managing project milestones and diverse service offerings.

    • The Setup:

      • Dropdown Field: "Active Project" (Keeps the whole team on the same page for easier grouping in reports).

      • Multiselect Field: "Service Provided" (Check off multiple tasks like Concepts, Revisions, and Final Polish on a single event).

      • Product Catalog: "Package Type" (Assigns flat fees for specific assets like 'Logo Packages' or 'Web Audits').

    The Success:"Mapping our services to our calendar events allowed us to see which design packages are our most profitable versus which ones are actually taking the most time."

    • The Goal: Managing patient types and office resources.

    • The Setup:

      • Color Field: "Appointment Intensity" (High/Medium/Low energy sessions—visible at a glance).

      • Text Field: "Patient Reference ID" (Keep your data searchable and organized while maintaining patient privacy).

      • Dropdown: "Treatment Room" (Assigns events to Room A, Room B, or Suite 2 to prevent scheduling overlaps).

    The Success:"I can finally see exactly how my energy and my office space are being used, helping me balance my practice and prevent burnout."

Which Tool is Right for You?

Not sure which to choose? Here is a quick guide to choosing the right tool for the job:

  • Dropdowns: Your "Workhorse" field. Best for long lists like Clients or Projects. Unlimited options!

  • Color Fields: Best for "Status" or "Urgency." Because Google limits calendars to 11 colors, use this for small, high-priority lists you want to see at a glance.

  • Toggles: Best for "Yes/No" or "Done/Not Done" questions. The fastest way to flag an event.

  • Multiselect: Best for "Checklists" where you need to pick more than one option (like a list of tasks performed).

  • Text Fields: Best for unique details like Invoice Numbers, Material Costs, or specific notes.

Product Catalog: The "Pro" choice for money. Connects your time to specific rates ($) and billing units.

View our Custom Fields Guide

💡 Pro Tips for a Smooth Experience

  • One Color to Rule Them All: You can only have one field that changes your calendar colors. We recommend using it for your most important "Status" (like Confirmed vs. Pending). For everything else, use a Dropdown.

  • Keep the Sidebar Handy: For the best experience, keep the Time Reports Pro sidebar open while you organize your week. As you click different events, the sidebar will update instantly with that event's specific details.

  • Shared Calendars: If you work on a team, everyone with access to the calendar and the Pro add-on will see the same fields. It's the easiest way to keep your whole office on the same page without sending a single email.

  • No More Messy Descriptions: You no longer need to type "Project: X" in the event description. Put that info in a Custom Field instead—it keeps your calendar clean and makes your final spreadsheets much easier to read!