Approving timesheets
Review the pending hours, approve or reject them, and fix bad entries before payroll.
Finding the queue
Open Timesheets and click Review approvals. The button carries the number of entries waiting, and the page header shows the total hours and labor cost sitting in the queue. The Pending filter on the main Timesheets list shows the same entries in table form.
What to look at on each entry
Each pending entry is one card with everything you need on it: the worker, the date, the job, the clock in and clock out times, and the total hours.
- Entries with something unusual are marked with an amber flag and a short reason.
- A shift longer than a standard eight-hour day is flagged as overtime applying.
- A shift with no clock-out recorded is flagged so you do not pay for a timer someone left running.
Approving or rejecting
- Read the entry and any flag on it.
- Click Approve to accept the hours, or Reject to send it back.
- Use Approve all when the whole queue is clean.
Approve all works through the queue one entry at a time, so if something fails to save it stops cleanly instead of firing off dozens of changes. Approved hours post to job costing at the worker rate and become available to the payroll run.
Fixing an entry instead of rejecting it
If the hours are simply wrong, correct them rather than bouncing the entry back and waiting for a resubmission.
- Open Timesheets and click the row you want to change.
- Adjust the total hours, and set the status if you are approving it at the same time.
- Pick a reason for the edit and add a note.
- Click Save changes.
Every edit records who made it and when. The original values stay in the audit log, so a corrected timesheet still shows its history.
Before you run payroll
Payroll is calculated from approved hours only. The payroll page tells you how many workers still have hours that have not been approved, so clear the queue first and the numbers will be complete.