How to Create a Project Work Log

What is a Project Work Log

A work log is a written record of the tasks completed on a project, when they were done, and by whom. It’s commonly used for:

• tracking progress internally,
• supporting billing and invoicing,
• providing proof of completed work to clients,
• documenting activities for warranties, inspections, or regulatory compliance,
• and is usually filled out by the team member who performed the work (technician, service worker, or project specialist).

What is the difference compared to meeting minutes?

• Meeting minutes capture discussions, decisions, and assigned tasks from meetings.
• A work log records specific completed tasks—it doesn’t include discussions but details when and how the work was done.

When to Use Work Logs?

• After finishing a specific task or job on a project
• After completing a service call or maintenance work
• After installation, repairs, or receiving materials
• When logging work done on-site (e.g., construction, IT support, facility management)

How to Create a Work Log in Aptien?

1. Open the project in Aptien where you want to add the log.
2. Click on "Logs".
3. Enter a new log entry.
4. Describe the work done – what was completed and the result.
5. Fill in the time spent on the task (from-to).
6. Add attachments – photos, documents, customer confirmations.
7. Save the log and optionally send it to the client for approval.

Use work logs on a job as a basis for invoicing

• Work logs are automatically linked to the specific job or project
• Easily filter and export work or meeting logs for a specific job
• All recorded work and activities are visible on the job calendar and the employee’s calendar
• You can also view activity logs in the timesheet, save them to Excel, and use them as supporting documents for invoicing

Best Practices how to Take Project Logs

• Be specific – write exactly what was done so it’s clear what is being charged.
• Record work immediately after completion – this improves accuracy and prevents forgetting details.
• Include materials and parts – for transparent billing.
• Use client approval – protects against billing disputes.

Related features in Aptien

• Link to jobs/projects – easily filter and export records for a specific job or project.
• Billing support – export records for your accountant or attach them directly to an invoice.
• Filtering and reports – by project, team member, or time period.