SimpleTime Help

Forgot your password? Use password reset — you'll get an email with a 30-minute reset link.

Microsoft sign-in failing? Make sure your work account is on the same Microsoft tenant as your Simple Time workspace. If you're not sure, ask your admin which sign-in method your workspace uses.

Log a time entry. Open Time → New entry from the top nav. Pick a project, enter hours, write a description (3 chars or more — required to submit), save. The entry starts as a draft until you submit it.

Submit a week. Open Week, fill the grid, click Submit week. Every cell needs a description before submission. Submitted entries lock against further edits.

Edit a submitted entry. You can't edit it directly. Use Request edit on the entry — a manager reviews and either unlocks it back to draft or denies. Both decisions appear in your history with the reason.

Approve other people's entries. If you're a manager, admin, or approver, the Approvals link in the nav shows the queue. Pick the entries to approve or reject in batches. Rejected entries go back to draft for the owner to fix.

Reports + CSV export. Admins and managers can open Reports for hours by project and billable % by employee. Each view has a Download CSV button.

Time entries that sit in submitted for 3 weeks without being approved get automatically returned to draft. The owner sees the entry editable again and can fix anything stale before resubmitting. The system records the kickback in the audit log so the original submission isn't forgotten.

Retainers and drawdowns. Set up a recurring monthly retainer for a client under Retainers. As time entries get approved, the retainer balance drawn down automatically. When the balance crosses your alert threshold, an email and Teams ping fire so you can renew or flag it.

Expenses with OCR. Drop a receipt PDF or photo into Expenses → New; the AI extracts amount, vendor, and tax line items. Confirm or correct, then submit alongside your time. Reimbursable expenses roll into the same client invoice.

IOLTA / trust accounting. For law-firm tenants: every retainer payment lands in the client's trust ledger. Drawdowns post against the ledger with full audit. Three-way reconcile (book, bank, statement) prints out of Trust → Reconcile.

Indirect cost pools. Overhead, fringe, and G&A pools live under Settings → Cost pools. Burdened rates flow into utilization reports and federal voucher exports.

Multi-currency and invoice payments. Mark a project's billing currency under Projects → Edit. FX rates pull from the Bank of Canada daily. Pay invoices via Stripe Checkout directly from the invoice detail page.

Calendar sync (AI Fill Week). Turn it on under Settings → Integrations. Each morning we pull your prior day from Outlook and propose draft entries against your projects. Review them in Review before they count.

Activity ingest (Slack + Outlook + Teams). Admins connect Slack via OAuth and toggle Outlook/Teams under Settings → Integrations → Activity ingest. Messages you send become signals; the AI classifier proposes billable time entries with confidence scores.

AI billable classifier. Every activity signal runs through a Claude-Haiku classifier that picks billable, non-billable, or skip with reasoning. The reasoning shows on the draft so you can sanity-check before approving.

LEDES suggestion. For law-firm tenants on Legal Mode: the entry form suggests UTBMS task and activity codes based on your description. Confirm or override before submit.

Generate a portal token from Clients → [client] → Portal access. Send the link to your client; they see their invoices, retainer balance, and reports without needing a Simple Time login. Tokens are revocable any time.

This page is the product guide, and the AI assistant above answers free-form questions about any shipped feature. For anything it can't resolve, our support page has the contact options and current response times.

Email simpletime@simpleintelligence.io. Include your workspace name, what you were trying to do, and (if it's a sign-in issue) the email address you're trying to sign in with.