How to Use ClickUp for Bi-Weekly Timesheets

Tracking time every pay period is easier when you organize your work in ClickUp. This guide walks you through a simple, step-by-step process to build and use bi-weekly timesheet templates so you can monitor hours, pay, and productivity without spreadsheets.

Why Use ClickUp for Bi-Weekly Timesheets

Before setting up your workspace, it helps to understand why bi-weekly tracking matters and how a work management platform simplifies it.

• Streamline payroll: Capture 80 working hours, overtime, and paid time off in one place.
• Improve transparency: Give managers, HR, and clients a clear view of where time goes.
• Support invoicing: Bill accurately for bi-weekly retainers and project work.
• Boost productivity: Spot patterns in your hours to rebalance workloads.

A bi-weekly timesheet template helps you repeat the same process every two weeks, saving setup time and reducing errors.

Prepare Your Bi-Weekly Timesheet Structure in ClickUp

Before you build a full solution in your workspace, outline how you want to track time. Think about who is logging hours and what details matter.

Decide What Your Bi-Weekly Timesheet Must Track

List the core elements that should appear in every pay period record.

• Start and end dates for the 14-day period
• Employee name and role
• Total hours per day and per week
• Regular, overtime, and PTO hours
• Hourly rate and total pay (if needed)
• Project, client, or department tags

Having this checklist ready makes building your system in ClickUp faster and more consistent.

Choose a Layout for Your Time Data

You can mirror the layout of traditional timesheets while taking advantage of digital features.

• Row-based entries: Each row is a day or a task.
• Column-based details: Date, project, hours worked, overtime, notes.
• Summary section: Weekly totals and bi-weekly grand totals.

This structure is easy to reproduce as a reusable template.

Set Up a Bi-Weekly Timesheet List in ClickUp

With your structure defined, build a dedicated Space, Folder, or List focused on time tracking.

Create a Timesheet List

1. Create or open a Workspace where your team manages projects.
2. Add a new Space or Folder dedicated to HR, People Operations, or Operations.
3. Create a List named something like Bi-Weekly Timesheets.
4. Use this List to store all time entries for each pay period.

Keeping all time records in one List lets you filter and report on historical pay periods quickly.

Add Custom Fields to Your ClickUp List

Custom fields help your timesheet behave like a structured database.

• Date: Log the day of the work.
• Employee: Use assignees or a text field for names.
• Project or Client: Text, dropdown, or tag for categorization.
• Regular Hours: Number field for standard time.
• Overtime Hours: Number field for extra time.
• PTO / Sick Time: Number field to track non-working paid hours.
• Hourly Rate: Number or money field (optional).
• Total Pay: Formula field multiplying rate by hours (optional).

Once this structure is in place, each task in the List can represent a daily entry or a single shift.

Create a Reusable Bi-Weekly Timesheet Template in ClickUp

Templates ensure every pay period uses the same structure, so you can compare hours over time.

Build a Template Task for Daily Entries

1. Create a task labeled Bi-Weekly Timesheet Entry.
2. Add a checklist for common activities if you want more detailed breakdowns.
3. Include your custom fields in the task layout.
4. Add example notes describing how to fill out the fields.

This task can then be copied or converted into a task template to speed up data entry.

Save Your ClickUp Timesheet as a Template

1. Open your timesheet List.
2. Configure the view, columns, and filters so only needed fields appear.
3. Save the view as a template, or turn the entire List into a reusable template for future pay periods.
4. Name it something clear, like Bi-Weekly Timesheet Template.

When the next pay period begins, create a new List from this template so your team always starts from a consistent layout.

How to Fill Out Your Bi-Weekly Timesheet in ClickUp

Once the framework is ready, employees or contractors can begin logging their time every day.

Step-by-Step Daily Time Entry

1. Open the current pay period List.
2. Create a new task using the timesheet entry template for each workday.
3. Select the correct date in the Date field.
4. Fill in regular, overtime, and PTO hours.
5. Assign the task to the person who worked those hours.
6. Add project or client details so hours can be grouped later.
7. Use the description or comments for clarifications, such as breaks or special assignments.

Encourage team members to record time at the end of every shift to keep records accurate.

Weekly and Bi-Weekly Review

At the end of each week or pay period, managers can review and approve entries.

• Sort or filter by assignee to see each person's hours.
• Verify that regular and overtime hours match expectations.
• Check that PTO entries align with approved requests.
• Lock or mark entries as approved once confirmed.

This simple review step helps reduce payroll disputes and missing hours.

Summarize and Export Bi-Weekly Hours from ClickUp

After timesheets are complete, you may need summaries for payroll, invoicing, or analysis.

Use Views and Filters for Summaries

Create different views to get totals by person, project, or time frame.

• Employee view: Filter by assignee and show total hours per period.
• Project view: Filter by project field to see how a client's hours add up.
• Payroll view: Show all fields relevant to pay, including overtime and PTO.

Saving these views as templates means you can reuse them every pay period.

Share and Export Your Data

Once the data is organized, share it with payroll or finance teams.

• Export the List to CSV if your payroll system needs a file.
• Share read-only access to a specific view if stakeholders work inside your workspace.
• Use conditional formatting or colors to highlight overtime or missing entries before sending.

Consistent exports ensure every bi-weekly cycle follows the same workflow.

Improve Your ClickUp Timesheet System Over Time

As you use your templates, look for ways to reduce manual work and increase clarity.

• Add required fields so critical data can't be skipped.
• Use automations to remind team members to submit entries by the end of the day.
• Refine custom fields if you notice repeated edits or confusion.
• Create dashboards that visualize hours by team, project, or pay period.

Regular improvements will make your time tracking smoother and more accurate with every cycle.

Additional Resources

For a deeper look at bi-weekly timesheet templates and examples, explore the original guide on the ClickUp blog about bi-weekly timesheet templates.

If you need expert help designing scalable time tracking processes or optimizing work management systems, you can also visit Consultevo for consulting resources.

With a structured bi-weekly system in place, your organization can track hours, manage payroll, and understand workloads more clearly using a repeatable workflow.