Whether you need to adjust billable time or transfer entries to different services or team members, the option to edit the entries in bulk simplifies the process.
To begin editing multiple time entries simultaneously, navigate to any time entries screen within your Productive account. For example, you can find and edit time entries in the Time tab on your projects, budgets, deals, person profile, and client company's page.
📌 Note that if you enabled time entry approvals, the time entries must be unapproved before you can edit or move them.
If the time entries have already been approved, you will be unable to change them further. If necessary, you can unapprove entries, make changes, and then re-approve them (this requires admin or time approver permissions).
📌 If time entries have already been invoiced, they can't be edited or moved to a different service or budget.
Adjusting Time Entries in Bulk
Open the Time tab in the relevant budget or project to access the time entries you need to edit.
1) Select Multiple Entries
Start by clicking the checkbox next to each time entry you wish to edit.
2) Use the Blue Toolbar
After selecting at least one time entry, a blue toolbar will appear above the time entries, providing three primary editing options: Billable time, Person, and Service.
Billable Time: Adjust the billable amount for all selected time entries collectively.
Person: Transfer time entries to a different team member working on the same budget.
Service: Move selected time entries to another service within the same budget or to a different budget.
Approve for…: If you are the account admin or have the Approve all time entries permission, you can change the approval status of selected time entries in bulk.
Click Approve for… in the toolbar to choose how to apply the approval:
Approve as me: Approves only the approval statuses assigned to you on the selected entries.
Approve for all approvers: Approves all pending approval statuses on the selected entries, regardless of who they're assigned to.
Unapprove: Reverts the approval status on the selected entries.
📌 Approve for all approvers is only available if you have the Approve all time entries permission. Approving on behalf of a specific person is not supported.
👉 Read more about approving time in budgets here.
👉 Read more about time tracking and approval in deals here.
Click the three-dot menu in the toolbar for additional options:
Copy links: Copies a direct link to each selected time entry. You can also trigger this with Cmd/Ctrl+C while rows are selected (as long as no text is highlighted on the page).
Delete: Moves the selected time entries to the Recycle Bin, where you can restore or permanently delete them.
Exporting Time Entries
To export time entries, start by applying filters to narrow down the data — for example, by person, service, service type, or date range.
Once filtered, click Export on the right side of the filters.
You can export your view in various formats, orientations, and page sizes. Use the Advanced export options to include additional details in your PDF, such as the selected time period or the client company logo.
👉 Find out more in the Table Data Export article.
How to Handle Time Entries for Deactivated Users
If a team member has been deactivated, their time entries cannot be edited directly. To make changes:
1) Reactivate the User
Temporarily reactivate the deactivated user. You will need to purchase a seat for this action under Settings > Billing.
2) Edit the Time Entry
Once reactivated, make the necessary adjustments to the time entries.
3) Deactivate the User Again
After completing the changes, deactivate the user and remove the extra seat.
