1. Introduction
This document is intended for partner consultants and their account managers (umbrella companies or equivalent) working on assignments operated through Novancy Consulting - Morocco.
It aims to clarify the rules for preparing, validating, and submitting timesheets, as part of our continuous improvement approach to billing processes and support.
⚠️ Important: In case of any discrepancy between this document and your contractual documents (Contract, Purchase Order, etc.), the contractual documents shall prevail.
2. Context
Since September 2023, two key adjustments have been implemented to enhance fluidity and traceability of monthly exchanges:
- New standardized timesheet template
- Single email submission channel
These measures aim to ensure faster processing of your supporting documents and optimize the billing cycle.
3. What is a Timesheet?
A timesheet, also known as CRA (Activity Report) or activity record, is a reference document allowing consultants to declare their worked days or hours over a given period — typically monthly.
For time & materials contracts, this document is mandatory and serves to:
- Certify time actually spent on the project
- Validate services with the client
- Trigger monthly billing
- Ensure contractual tracking of the Purchase Order (PO)
4. Timesheet Template
Novancy provides a standardized timesheet template in Excel format. This template details worked days and activities performed during the service month.
The timesheet must be completed and submitted for client validation: validation by email and/or signature, according to each client's specific requirements.
Please click the following link to download the TS template.
⚠️ Important: If the Client requires their own format, their template takes priority.
5. Client Validation
For certain clients, timesheet validation requires, in addition to the signature, a validation email from the project manager.
This email should contain a clear summary table, including information such as:
- Consultant Name
- PO Number and/or Project Name
- Period
- Consumed Workload (in person-days)
- Validating PM
6. Recommended Submission Deadlines
To ensure optimal processing of your billing, we strongly recommend:
- Submitting your TS to Novancy Consulting by the 5th of the following month at the latest
- Sending your corresponding invoice subsequently (or simultaneously)
Late submission may delay processing and payment steps.
7. Single Email Address
Since August 30, 2023, a dedicated email address receives all your documents: [email protected]
All validated timesheets and electronic invoices must be sent exclusively through this channel.
This process ensures better tracking, centralized traceability, and processing prioritization.
8. Frequently Asqued Questions
Yes. Any service period, even partial, requires a timesheet to ensure transparency and proper management of days consumed on the Purchase Order.
Yes, if the client explicitly requires it, their template takes priority.
All validated timesheets must be sent to: [email protected]. Any submission via another address or channel (WhatsApp, personal email...) will not be officially recognized.
The timesheet for a given month must be submitted by the 5th of the following month. Example: March TS must be sent before April 5th.
Validation must be performed by the client's project manager or any other designated contact. Handwritten or electronic signatures are accepted.
In some cases, a validation email from the client may be required.
No, simply send the validated TS to the designated email address. However, if a delay is expected (client absence, signature delay...), notify your Delivery Director immediately.
No. Invoices will only be considered if the month's timesheet is validated and submitted. Any invoice without a validated TS will be rejected.
We recommend:
- Politely following up with your client contact within 48 hours
- If issues persist, immediately inform your Delivery Director (from Novancy) so they can intervene or propose an alternative solution (confirmation email, retroactive validation, etc.).
Novancy's template is based on person-days, rounded to a minimum of 0.25 days. If the Client works in hours, convert to days based on the applicable rule (typically: 1 day = 8 hours).
Yes, electronic signatures are accepted (DocuSign, Adobe Sign, scanned signature, etc.), as long as they come from an official client PM or contact.
Yes, but only in case of obvious error. Any corrected version must:
- Be re-validated by the client
- Include the mention "corrected version of [date]"
- Be sent to replace the previous one
Yes, this is even recommended when both documents are ready. Ensure both documents are properly named, readable, and validated before sending.
Late submission will:
- Delay your billing
- Therefore postpone your payment date. Remember to notify your Delivery Director (from Novancy) in advance if you encounter difficulties.
9. Other questions?
Feel free to contact your regular Delivery Director (from Novancy) for any other questions related to timesheets, templates, or submission processes.
10. Document History
- Created: December 1, 2022
- Last updated: April 6, 2025