Folder & Timesheet File Preparation

A couple of days before the last working day of the month, folders and timesheet files are created to get ready for the 1st of the month invoicing process

Folder creation - Global team task

In SharePoint > Finance > Detailed Timesheets go to the appropriate year and make sure the following folders are created for the month that is being invoiced:

January to November Folders

• [YYYY-MM] [Month you are invoicing] Detailed Timesheets  eg 2025-11 November Detailed Timesheets*

  • • Timesheets

      • • Rochelle to change

        • Shiela to email from Assist

          • • Email sent

        • To attach to invoice in Xero

          • • Attached to invoice

December Folders
For the month of December there are 2 lots of folders created:

• [YYYY-MM] [Month you are invoicing] Detailed Timesheets  eg 2025-11 November Detailed Timesheets*

  • • Timesheets Sent December [Current YYYY]

      • • To attach to invoice in Xero

          • • Attached to invoice

    • Timesheets Sent January [Following YYYY]

      • • Timesheets

          • • Rochelle to change

            • Shiela to email from Assist

              • • Email sent

            • To attach to invoice in Xero

              • • Attached to invoice

*Important Note: Make sure you use the correct month in the file names, eg if the invoicing is being done on 1st December, then the files need to be named November, as that is the month we are invoicing for.

Timesheet file creation - Global team task

1. Go to SharePoint > Finance > Detailed Timesheets find the file labelled 

2. Find the Excel spreadsheet named MASTER_4000_TimesheetInvoicingTemplate.xlsm and create a copy of it and put it into the new month's folder

3. Rename it [YYYY-MM] [Month you are invoicing] Timesheets eg 2021-11 November Timesheets*

4. Open the spreadsheet

5. Select Edit Workbook (may or may not prompt)

6. Select Enable Content

7. On the Security Warning pop up it will ask Do you want to make this file a Trusted Document? Select Yes (may or may not prompt)

8. In the Instructions tab, in cell A1, replace the month name, making sure not to delete or change any of the other coding

9. Go into the Raw Data tab. Select all contents, right-click and select Clear Contents from the drop-down options

10. Repeat step 10 for each of the following tabs - Client List, Project Data, and Task Data

Note: Excel will now auto-save as you edit the spreadsheet, however when you finish all of the above steps, click on Save just to be sure all changes are kept.

*Important Note: Make sure you use the correct month in the file names, eg if the invoicing is being done on 1st December, then the files need to be named November, as that is the month we are invoicing for.

Create folder in C: drive - Office Administrator task

1. Open file explorer

2. Open Windows (C:) drive

3. Create a new folder named [Month you are invoicing] eg November*

This folder will sync with the Timesheets spreadsheet above, and all the timesheets generated will save into it.

*Important Note: Make sure you use the correct month in the file names, eg if the invoicing is being done on 1st December, then the files need to be named November, as that is the month we are invoicing for.