Create Negative Time Entries

Published: 19 August 2026

Audience

Admin

Objective

Negative time entries let you correct or transfer booked hours in a transparent way. They are mainly intended for resources working on two projects for the same customer — book negative hours on one project and positive hours on the other, so the transfer is visible on the invoice as a correction rather than a silent edit. You can, however, book a negative entry on any project, resource, or contract line where a correction is needed.

Only Admins can create negative time entries, and only via the Time Entry modal.

Prerequisites

Admin role
You must have the Admin role. Non-admins cannot create, edit, delete, or move negative entries — they can only view them (read-only).

Time entry modal
Negative hours can only be entered via the Time Entry modal, opened via All Hours grid → Log Time or via Project → Hours → Log Time. All other entry points — Excel timesheet import, the "Log hours" button on a task, inline entry in the timesheet list, and calendar quick-add — do not accept negative values, for anyone.

Steps

Open the Time Entry modal via All Hours grid → Log Time or via Project → Hours → Log Time.
Select the resource, customer, project, role, and task as you would for a normal time entry.
In Total Hours, enter a negative value — for example, -4. Zero is not allowed; the value must be a genuine negative number.
Optionally add a Description. For negative entries, the Description is not mandatory, and it can later only be changed via the Time Entry modal — not via the timesheet list.
Set the date and time as needed.
Click Save.

What Happens After Saving

The entry appears in purple in the calendar of the resource it is booked on, always displayed as a 1-hour block regardless of the hours booked.
The entry flows to Actuals with its negative hours.
The amount is calculated as rate × hours, so a negative hours value automatically produces a negative amount — no separate calculation is needed.
Creation is recorded in the activity log — for example: "[Admin] booked -4 hours for [Resource] on [Project] ([date])".

Editing, Moving, and Deleting

As an Admin, you can edit or delete a negative entry — including changing its date and time — until it is invoiced. All changes go through the Time Entry modal: dragging or resizing the entry directly in the calendar is blocked for everyone, including Admins.

Once the entry is invoiced, it becomes fully locked — no further edits or deletes, the same as any other invoiced timesheet entry.

Approval and Invoicing

Negative entries follow the same approval and invoicing flow as normal entries:

A PM approver can approve a negative entry just like any other entry, but cannot edit its fields — the modal is read-only for them. Only an Admin can both edit and approve.
When invoiced, the entry correctly reduces the invoiced amount and shows as negative on the invoice.

Frequently Asked Questions

Can I import negative hours via Excel? No. Any row with a negative hours value in a timesheet import is rejected or flagged — the import will not create a negative entry, regardless of who runs it.

Can a resource book negative hours on their own timesheet? No. Non-admins cannot enter negative hours anywhere, including the Time Entry modal, the timesheet list, and the calendar. They see existing negative entries as read-only.

Why does the entry show as 1 hour in the calendar? The 1-hour purple block is a visual marker only. The actual (negative) hours are always visible in the entry itself, in Actuals, and on the invoice.

Next Steps

✅ Modify a resource's time entry
If a correction doesn't need to show as a transparent line on the invoice, learn how to edit a resource's time entry directly instead.
How to modify a resource time entry of a resource in PSOhub

✅ Approve and send the invoice
Once the negative entry has been approved, review and send the invoice so the client sees the correction reflected in the total.
How to Approve and Send an Invoice in PSOhub