SharePoint Weekly Timesheet App using Power Apps and Power Automate
Budget: ₹12,500 – ₹37,500 INR
1. Purpose
I run a small business, and hire freelancers to carry work on regular basis. For this, I need SharePoint-based weekly timesheet system to allow them to record hours worked against dedicated projects each week and send for approval each week. See image how this should look like.
The system shall be developed using SharePoint Lists, Power Apps, and Power Automate. Employees shall be able to enter weekly hours, submit the timesheet for approval, and receive approval status updates. The admin/management team shall be able to view total hours booked against each project.
2. Main Objectives
The Timesheet App shall:
Allow employees to record weekly working hours.
Allow hours to be allocated against specific projects.
Allow timesheets to be submitted for approval.
Send approval notification by email to the approver.
Allow the approver to approve or reject submitted timesheets.
Track total hours booked against each project.
Provide admin visibility of employee hours, project hours, and approval status.
3. Power Apps Scope
The freelancer shall develop a Power Apps front-end for weekly timesheet entry.
The Power App shall include the following features:
Weekly timesheet entry screen similar to the existing Excel timesheet format.
Automatically display the current week from Monday to Sunday.
Week navigation option to move to previous or next week.
Display employee details, including name and email.
Show a selectable project list from the SharePoint Master Project List.
Allow employees to enter daily hours against each project.
Allow multiple project rows per week.
Calculate daily total hours automatically.
Calculate total weekly hours automatically.
Show total hours entered for each project.
Save draft timesheet entries.
Allow employees to view and update saved timesheet entries before submission.
Submit weekly timesheet for approval.
Lock submitted timesheets from further editing unless rejected or reopened by admin.
Show approval status such as Draft, Submitted, Approved, Rejected, or Resubmitted.
4. SharePoint Lists Scope
The freelancer shall create and configure the required SharePoint Lists.
4.1 Master Project List
This list shall store all project details and project allocation information.
Required fields may include:
Project ID
Project Name
Client Name
Project Description
Project Manager / Approver
Allocated Budget Hours
Total Consumed Hours
Remaining Hours
Project Status
Start Date
End Date
Active / Inactive status
The Master Project List shall be used as the source for project selection in the Power App.
4.2 Timesheet Logs List
This list shall store all employee timesheet records.
Required fields may include:
Employee Name
Employee Email
Week Commencing Date
Week Ending Date
Project ID
Project Name
Work Date
Day of Week
Hours Entered
Comments / Work Description
Submitted Date
Approval Status
Approved / Rejected By
Approval Date
Rejection Comments
Each timesheet entry shall be linked to a specific employee, project, and work date.
5. Power Automate Scope
The freelancer shall create Power Automate flows to support timesheet automation and approval.
5.1 Weekly Timesheet Creation Flow
This flow shall:
Run automatically at the start of each week.
Prepare weekly timesheet structure or records where required.
Ensure the current week is available for employees.
Link employees to active projects where applicable.
5.2 Approval Flow
This flow shall:
Trigger when an employee submits a weekly timesheet.
Send an email approval request to the approver.
Include employee name, week details, project hours, and total weekly hours.
Allow the approver to approve or reject the timesheet.
Update the approval status in the Timesheet Logs list.
Send confirmation email to the employee after approval or rejection.
Allow rejected timesheets to be amended and resubmitted.
5.3 Project Hours Update Flow
This flow shall:
Calculate total approved hours booked against each project.
Update the Total Consumed Hours field in the Master Project List.
Calculate Remaining Hours where budget hours are available.
Ensure project hour totals are updated whenever timesheets are approved or amended.
6. Admin and Reporting Requirements
The system shall allow admin/management users to:
View all submitted timesheets.
Filter timesheets by employee, week, project, and approval status.
View total hours booked against each project.
View approved, pending, and rejected timesheets.
Export timesheet data if required.
Monitor project budget hours versus consumed hours.
7. Permissions and Access
The freelancer shall configure appropriate access permissions:
Employees can create and edit their own draft timesheets.
Employees cannot edit approved timesheets.
Approver can view, approve, or reject submitted timesheets.
Admin can view and manage all timesheet records.
Project list can be maintained by admin only.
8. Deliverables
The freelancer shall deliver:
SharePoint site or SharePoint page for the timesheet system.
Required SharePoint Lists.
Power Apps weekly timesheet application.
Power Automate approval workflow.
Power Automate project hours update workflow.
Admin/reporting views.
User guide for employees.
Admin guide for maintaining projects and reviewing timesheets.
Testing and handover support.
9. Testing Requirements
The freelancer shall test the system for:
Employee timesheet entry.
Multiple project hour entries.
Daily and weekly total calculations.
Timesheet submission.
Email approval notification.
Approval and rejection process.
Project total hour updates.
Admin reporting and filtering.
Permission restrictions.
10. Expected Outcome
At completion, admin shall have a working SharePoint-based weekly timesheet app where employees can record project hours, submit weekly timesheets for approval, and management can track project hours and employee timesheet status efficiently.
I run a small business, and hire freelancers to carry work on regular basis. For this, I need SharePoint-based weekly timesheet system to allow them to record hours worked against dedicated projects each week and send for approval each week. See image how this should look like.
The system shall be developed using SharePoint Lists, Power Apps, and Power Automate. Employees shall be able to enter weekly hours, submit the timesheet for approval, and receive approval status updates. The admin/management team shall be able to view total hours booked against each project.
2. Main Objectives
The Timesheet App shall:
Allow employees to record weekly working hours.
Allow hours to be allocated against specific projects.
Allow timesheets to be submitted for approval.
Send approval notification by email to the approver.
Allow the approver to approve or reject submitted timesheets.
Track total hours booked against each project.
Provide admin visibility of employee hours, project hours, and approval status.
3. Power Apps Scope
The freelancer shall develop a Power Apps front-end for weekly timesheet entry.
The Power App shall include the following features:
Weekly timesheet entry screen similar to the existing Excel timesheet format.
Automatically display the current week from Monday to Sunday.
Week navigation option to move to previous or next week.
Display employee details, including name and email.
Show a selectable project list from the SharePoint Master Project List.
Allow employees to enter daily hours against each project.
Allow multiple project rows per week.
Calculate daily total hours automatically.
Calculate total weekly hours automatically.
Show total hours entered for each project.
Save draft timesheet entries.
Allow employees to view and update saved timesheet entries before submission.
Submit weekly timesheet for approval.
Lock submitted timesheets from further editing unless rejected or reopened by admin.
Show approval status such as Draft, Submitted, Approved, Rejected, or Resubmitted.
4. SharePoint Lists Scope
The freelancer shall create and configure the required SharePoint Lists.
4.1 Master Project List
This list shall store all project details and project allocation information.
Required fields may include:
Project ID
Project Name
Client Name
Project Description
Project Manager / Approver
Allocated Budget Hours
Total Consumed Hours
Remaining Hours
Project Status
Start Date
End Date
Active / Inactive status
The Master Project List shall be used as the source for project selection in the Power App.
4.2 Timesheet Logs List
This list shall store all employee timesheet records.
Required fields may include:
Employee Name
Employee Email
Week Commencing Date
Week Ending Date
Project ID
Project Name
Work Date
Day of Week
Hours Entered
Comments / Work Description
Submitted Date
Approval Status
Approved / Rejected By
Approval Date
Rejection Comments
Each timesheet entry shall be linked to a specific employee, project, and work date.
5. Power Automate Scope
The freelancer shall create Power Automate flows to support timesheet automation and approval.
5.1 Weekly Timesheet Creation Flow
This flow shall:
Run automatically at the start of each week.
Prepare weekly timesheet structure or records where required.
Ensure the current week is available for employees.
Link employees to active projects where applicable.
5.2 Approval Flow
This flow shall:
Trigger when an employee submits a weekly timesheet.
Send an email approval request to the approver.
Include employee name, week details, project hours, and total weekly hours.
Allow the approver to approve or reject the timesheet.
Update the approval status in the Timesheet Logs list.
Send confirmation email to the employee after approval or rejection.
Allow rejected timesheets to be amended and resubmitted.
5.3 Project Hours Update Flow
This flow shall:
Calculate total approved hours booked against each project.
Update the Total Consumed Hours field in the Master Project List.
Calculate Remaining Hours where budget hours are available.
Ensure project hour totals are updated whenever timesheets are approved or amended.
6. Admin and Reporting Requirements
The system shall allow admin/management users to:
View all submitted timesheets.
Filter timesheets by employee, week, project, and approval status.
View total hours booked against each project.
View approved, pending, and rejected timesheets.
Export timesheet data if required.
Monitor project budget hours versus consumed hours.
7. Permissions and Access
The freelancer shall configure appropriate access permissions:
Employees can create and edit their own draft timesheets.
Employees cannot edit approved timesheets.
Approver can view, approve, or reject submitted timesheets.
Admin can view and manage all timesheet records.
Project list can be maintained by admin only.
8. Deliverables
The freelancer shall deliver:
SharePoint site or SharePoint page for the timesheet system.
Required SharePoint Lists.
Power Apps weekly timesheet application.
Power Automate approval workflow.
Power Automate project hours update workflow.
Admin/reporting views.
User guide for employees.
Admin guide for maintaining projects and reviewing timesheets.
Testing and handover support.
9. Testing Requirements
The freelancer shall test the system for:
Employee timesheet entry.
Multiple project hour entries.
Daily and weekly total calculations.
Timesheet submission.
Email approval notification.
Approval and rejection process.
Project total hour updates.
Admin reporting and filtering.
Permission restrictions.
10. Expected Outcome
At completion, admin shall have a working SharePoint-based weekly timesheet app where employees can record project hours, submit weekly timesheets for approval, and management can track project hours and employee timesheet status efficiently.