Time entry flow between Field Service and Project Operations

Labor you capture in Field Service through time entries contributes directly to project execution and financial results after approval.

After technicians enter and submit time in Field Service for work associated with a project or project task, the time entries flow to Project Operations. These entries follow Project Operations pricing and approval workflows, regardless of the Calculate Price in Field Service setting. After approval, the approval status syncs back to Field Service.

Time entered directly against project tasks or at the project level without a work order also follows the Project Operations pricing and approval workflows. All approved labor, regardless of how you capture it, is reflected in project execution and financial reporting.

Time entries

In Field Service, access time entries from the Time Entries page. Select Show as > Modern Time Entry Grid.

Time entry approval

To approve time entries, a user must be a team member on the project and have the Project Approver field on their team member record set to Yes. Learn more in Security and approvals.

Only approved time entries generate financial actuals and update task progress. Learn more in: Approvals overview.

Project task progression

Approved time entries are the only signal used to update task execution progress in the Work breakdown Structure (WBS).

When project managers approve time entries:

• The system reduces the remaining effort based on the approved hours.
• The project automatically recalculates metrics such as effort completed, percent complete, and estimate at completion.

Planned effort remains unchanged, so execution tracking reflects actual work performed rather than scheduled activity. Learn more in: Project effort tracking.

Financial impact

After approval, time entries generate full financial impact on the project, including:

• Actual labor cost
• Unbilled sales based on project pricing rules

For time entries created in Field Service, Project Operations calculates pricing by using role-based pricing. The system determines the role associated with the resource assignment on the project task and applies the appropriate cost and bill rates from the configured price lists. Time off entered in Field Service doesn't affect the project's financials.

Learn more in: Set up labor bill-rate sales prices and Set up labor cost rates.

Field Service doesn't calculate labor pricing or cost rates independently. Instead, Project Operations centrally manages pricing logic to ensure consistent financial calculations across project-based work. Project Operations performs all pricing and financial calculations within the project, including exchange rate calculations for multiple currencies.

Labor estimates

Project Operations tracks labor estimates and provides visibility into expected labor costs for each project task. To estimate labor, create tasks in the task grid in Project Operations. Learn more in: Labor cost tracking on projects and Project sales tracking.

Labor estimates transfer to finance and operations as hour forecast lines. Learn more in: Master planning with demand forecasts.