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🚨 Important Update: Timesheet Logging Now Requires Active Billables (with Date Range)

To improve billing accuracy and avoid missed client invoicing, we’ve introduced an important update to how timesheet logging works in Everest.

What Was Happening Earlier

Until now:

  • Employees could log hours as long as the job date range was valid.
  • In multiple cases, billables were not created or were created without proper coverage.
  • This resulted in projects turning inactive via automation, or missed or delayed client billing

What’s Changed (Effective Immediately)

From now on, both conditions must be met to log hours:

  1. The date must fall within the job’s defined date range
  2. A billable must exist AND cover that same date range

If a billable is missing or does not cover the required period, hour logging will be blocked, even if the job dates are valid.

What Employees Should Do If They Can’t Log Hours

If you’re unable to log hours for a valid job period:

  1. Reach out to your JC (Job Coordinator)
  2. Inform them that the billable is missing or not covering the required date range
  3. The JC will coordinate with the PC and Finance team to get the billable updated
  4. Once the billable date range is corrected, hour logging will be enabled

Finance - Billable Creation Responsibility (Important)

From now on:

  • The finance team will be responsible for adding the Start Date and End Date to every billable
  • Billables must always have a defined date range
  • Finance should not assume billing date = billable end date

How Start & End Dates Should Be Decided

  • Finance must discuss with JC and/or PC to confirm when work actually starts and when work is expected to end
  • This is critical because, in cases of advance payments, the billing date may be earlier, and the billable period must still cover the actual delivery timeline

📌 Key Rule:

Billable Start & End Dates should reflect the delivery period, not just the invoice or payment date.

Why This Change?

  • Prevents billable work from going un-invoiced
  • Avoids projects from becoming inactive unintentionally
  • Improves coordination between Delivery, Sales, and Finance
  • Ensures accurate timesheets, billing, and revenue tracking

We appreciate your cooperation in following this updated process. This change is essential for smoother operations and financial accuracy.

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