Timesheets

Stop chasing hours. Start approving them.

❖ Goal

Help you review, approve, and correct timesheets quickly so payroll and invoicing run without errors or delays.

❖ Overview

Timesheets are the bridge between your operations and your financials. Every hour that gets approved here flows directly into payroll and invoicing. NextCrew makes this fast — color-coded statuses, bulk approvals, and auto-populated hours from clock-ins mean you spend minutes reviewing, not hours fixing.

❖ Typical Challenges

• Approving timesheets with incorrect hours because no one flagged the discrepancy in time.
• Not knowing how to handle a no-show or a partial shift on a timesheet.
• Confusion about pay codes and when to use which one.

✅ How to Do It in NextCrew

a) How to approve timesheets

Go to Operation → Timesheet. Set your date range and review each entry. Status colors tell you what needs attention: ? Red = Unapproved, needs full review. ? Yellow = Partially approved, still needs admin sign-off. ? Green = Fully approved, ready for payroll. Click the Green Checkmark to approve or Red X to decline.

• Operation: Timesheet Approval Guide
• How to Update Timesheet Status

b) How to handle no-shows on a timesheet

If a crew member did not work, go to their timesheet record, set hours to zero, and mark the appropriate no-show pay code. This ensures the record exists for compliance without generating incorrect pay.

c) Key points to review before approving

Before hitting approve, always check: Are the start and end times correct vs actual clock-in/out? Is the pay rate correct for this crew member and position? Is overtime calculated accurately? Are there any missed punches that need manual correction? Has the client approved their side if client approval is enabled?

d) How to handle reimbursements

Go to Operation → Timesheet, find the relevant timesheet, click the > to open the job detail flyout, and click Clone. Check the Reimbursement box, select the applicable pay code, enter the amount, mark if billable, and save.

• Adding a Reimbursement for a Timesheet
• Manual Timesheets — Bonuses & Expenses

e) Understand pay codes

Pay codes categorize every payroll entry — REG (regular), OT (overtime), Holiday, Reimbursement, Bonus, etc. Each code can have its own overtime rules, bill rates, and reporting behavior. Go to Settings → Code Tables → Paycodes to view and configure them.

⚡   Automation & AI — What Happens Automatically

• Hours from mobile and kiosk clock-ins auto-populate timesheets — nothing to enter manually for standard shifts.
• Overtime is automatically calculated based on your configured rules — no manual math needed.
• Client approval, if enabled, automatically updates timesheet status when clients sign off from their portal.

❖ Integrations

• Approved timesheets feed directly into Payroll export and Invoice generation — no re-entry.
• Paychex and other payroll systems can receive exported timesheet data directly from NextCrew.

❖ Best Practice Guide

• Approve timesheets within 24 hours of shift completion — errors are much easier to fix while the shift is fresh.
• Review overtime on every timesheet before approving — it is the most common source of payroll errors.
• Use bulk selection to approve multiple clean timesheets at once — reserve detailed review for flagged or unusual entries.
• Communicate your reimbursement policy clearly to crew so they know what qualifies and what receipts are required.

❖ Measure Your Success — Key Reports & Dashboards

• Percentage of timesheets approved before payroll cutoff.
• Number of timesheets requiring manual correction per period.
• Overtime hours per job, per client, per week.
• Outstanding unapproved timesheets at any given time.

➡️  Next Best Actions

• Once all timesheets are approved, run your payroll export or batch.
• Generate client invoices from approved timesheets in Invoicing.
• Flag crew with repeated no-shows in their HR profile for follow-up.

➤ FAQ

Q: Can I edit a timesheet after it has been approved?

A: No — once admin-approved, timesheets are locked. Contact your system admin if a correction is needed.

Q: Can crew members see and approve their own timesheets?

A: Yes — crew can view their time records in the app and approve or flag discrepancies before you do.

Q: How do I prevent overtime from being calculated on a reimbursement pay code?

A: Create the pay code and uncheck 'Apply Overtime Calculations' — reimbursements will then be excluded from OT calculations. 

➤ Call to Action

Advanced Setup: Timesheet Configuration Settings — Admin Guide

⚠️  Guides That Need to Be Created