Project coordinators connect hours to budgets, milestones, and client updates. Everhour keeps those records ready for review.
Enter your time in and out for each day. Overtime and gross pay are calculated automatically.
| Day | Time In | Break Start | Break End | Break | Time Out | Total |
|---|
The calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
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Project coordinators need a practical record of who worked, where the time went, and which project outcome it supported. A useful week separates client calls, scheduling, document updates, vendor follow-up, milestone work, and internal coordination. Each entry should connect to a project, task, person, date, and comment that explains the work without turning the timesheet into a diary.
That structure supports the job project coordinators already do: connect staffing, schedules, funding, risks, and deliverables. In U.S. employment settings, covered employers must keep accurate records for non-exempt workers, including hours worked each workday and total hours worked each workweek. The FLSA allows any complete and accurate timekeeping method, so the record matters more than the format.
A coordinator's time record should answer three questions fast: which work moved the project forward, which work protected the schedule, and which work affected cost. Standard fields include project, client, milestone, deliverable, task type, billable status, person, date, start and stop time or duration, rate, and notes. U.S. billing and payroll fields normally use USD.
A sample line can stay simple: "Client A, Phase 2 launch, vendor coordination, 1.75 hours, billable, notes: confirmed print deadline and updated delivery risk." That line gives a project manager enough detail for a progress report, gives finance enough context for billing, and gives the coordinator a clean trail when a client asks why a budget line changed.
Project coordinators lose useful detail when every entry lands under a broad project name. Separate status meetings from deliverable work, client requests from internal rework, and risk follow-up from routine administration. Those labels show whether time is going into planned execution or schedule protection. They also make progress reports stronger because the hours explain budget, resources, technical issues, and customer satisfaction.
The same structure helps with common project coordinator handoffs. A construction coordinator can tag job-site coordination, subcontractor follow-up, and change-order support. A professional services coordinator can tag client requirements, meeting preparation, and deliverable review. The labels should match the reports you produce, including budget estimates, cost-tracking reports, progress updates, milestones, and deliverables.
A free one-off record works for a short project, a weekly personal log, or a quick review before a status meeting. It is enough when one coordinator needs a clean total by project, task, or client and no one needs approval history, locked periods, or recurring payroll and billing review.
A managed workflow fits ongoing projects with multiple contributors, client billing, budget pressure, or payroll review. Everhour Timesheets collect weekly project hours and working hours by person, then let users submit time for approval. Admins can approve, reject, partially approve, and lock time entries, so project records can move into billing, payroll review, and reporting with fewer corrections.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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Project coordinators should track categories that match project reporting needs: client communication, scheduling, milestone work, deliverable support, budget follow-up, vendor coordination, risk follow-up, and internal administration. The exact list should reflect the reports you produce. Broad labels hide budget pressure, while overly narrow labels slow down daily entry and create inconsistent records across the team.
Time records can support payroll review when they include the person, date, hours worked each workday, and total hours worked each workweek for employees covered by the FLSA minimum wage or overtime provisions. Covered non-exempt employees must receive overtime pay for hours worked over 40 in a fixed 168-hour workweek at at least 1.5 times the regular rate.
Client calls and internal meetings should be tracked separately when they affect billing, budget review, or status reporting. Client-facing time often explains scope and requirements. Internal meetings often explain coordination cost. Separate labels help a coordinator show whether effort went into stakeholder management, schedule control, issue resolution, or project administration.
Weekend work does not automatically create federal overtime premium pay by itself. Under the FLSA federal baseline, covered non-exempt employees receive overtime after more than 40 hours worked in a workweek, unless an exemption applies. State law, employer policy, or a contract can add weekend, holiday, or other premium rules.
The biggest mistake is recording hours without tying them to a project control point. "Admin work, 3 hours" does not explain budget movement, staffing needs, deliverable progress, or client impact. A stronger entry connects the time to a milestone, deliverable, client request, budget issue, or schedule risk so the record supports decisions later.
Everhour Timesheets collect weekly project hours and working hours by person, so coordinators and managers can review time before payroll, billing, or reporting. Users submit time for approval, while admins can approve, reject, partially approve, and lock entries after review.
Use Everhour Timesheets to collect weekly project and working hours, approve submitted time, lock reviewed entries, and keep coordinator records ready for billing, payroll review, and reporting.
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