Time, Leave & Expenses
Timesheets, leave and expenses, priced correctly as work happens.
Your team logs time in a minute from any device, and every approved hour is billed at the right rate. Nothing to install.
| Project · phase | Mon | Tue | Wed | Thu | Fri | Total |
|---|---|---|---|---|---|---|
| Kestrel Lane officesSurvey & design | 7.5 | 6 | – | 4 | 3 | 20.5 |
| Substation surveySite visits | – | 1.5 | 7.5 | 3.5 | 2 | 14.5 |
| InternalTraining | – | – | – | – | 2.5 | 2.5 |
| Total | 7.5 | 7.5 | 7.5 | 7.5 | 7.5 | 37.5 |
The problem
Where time and cost leak.
Timesheets chased at month end.
Hours are remembered, not recorded.
The wrong rate, or none.
Hours are priced incorrectly, or not priced at all.
Leave and mileage on paper.
Spreadsheets and emails nobody can report on.
Timesheets
Quick to fill in. Accurate to bill.
Time reaches the project as soon as it’s approved, so nobody chases timesheets at month end.
- Weekly timesheets coded to project and phase
- Reminders for team members whose timesheets are incomplete
- Optional approval before time counts towards the project
- Approved time lands on the project cost-to-date straight away
- Export timesheet data to CSV
- Time enteredAgainst a project and phase, in the browser.
- ApprovedWhere your organisation uses timesheet approval.
- Rate lockedThe charge rate is fixed at approval.
- On the projectCounted in cost-to-date and WIP.
- Rate bands setCharge-out rates by band, for each person.
- Time loggedPriced at the person’s current band.
- Approved: rate lockedLater rate changes don’t rewrite it.
- Billed at that rateThe invoice uses the locked rate.
Charge rates
The right rate on every hour.
Billing mistakes usually start with the wrong rate on a timesheet. Arvia keeps rates under control, so every approved hour is billed correctly.
Banded charge rates
Set charge-out rates by band so each person’s time is valued consistently.
Locked at approval
Once time is approved, its rate is fixed, so later rate changes don’t rewrite history.
Find and fix unpriced time in one go
Find time logged without a rate and re-rate it in one go, with a preview first.
Move entries safely
Move time between projects in bulk, with undo.
Leave and expenses
Leave and costs in the same place as time.
Approved leave shows up in capacity, and costs land on the right project and phase.
Leave
- Leave types, entitlements and carry-over
- Leave requests with approval
- Approved leave flows into timesheets and capacity
- Regional UK bank holidays from the GOV.UK feed
Mileage and expenses
- Mileage at HMRC rates, including the higher and lower tiers, with tax-year totals
- Record expenses and business costs with a photo of the receipt
- Mark costs paid personally by a team member as expenses
- Costs are coded to the project and phase they belong to
Arvia doesn’t run payroll or pay expenses. Export approved timesheets to CSV for payroll; payments stay in Xero and your bank.
FAQ
Time and leave questions.
Do we need to install anything?
When is a charge rate fixed?
Does approved leave affect capacity?
Does Arvia run payroll?
See your projects, costs and invoicing in one place.
A 30-minute demo using an example business like yours.