Approving a timesheet is a promise that the hours, the rates and the pay code are right. Two minutes of checking now saves an afternoon of fixing payroll later.
Summary
Go to Operation › Timesheet, pick your dates and open each timesheet. Compare the scheduled and actual times, check where the Crew Member clocked in and out, check the break, hours, pay code and rates, then set it to Approved. Use Under Review for anything you need to look into. Once a timesheet is Approved, Crew and clients can't change it. Your team can still change its status if something needs fixing. What goes wrong: approving a missed clock-out, so someone is paid for hours they didn't work.
How to do it
- Go to Operation › Timesheet and pick the dates at the top, such as your last pay period.
- Click a count, such as Unapproved, to see just those timesheets.
- Open a timesheet with the arrow at the end of its row.
- Check the times, locations, break, hours, pay code and rates. Fix anything wrong.
- Set Approval Status to Approved and click Update.
- If you need to look into something first, set it to Under Review instead.
▶ Watch how to review and approve timesheets
That's a timesheet checked and approved. Read on for what to check, and how to get through a big pay period fast.
On this page
What to check on each timesheet
| Check | Why |
|---|---|
| Clock-in and clock-out against the scheduled times | A missed clock-out can add hours nobody worked. |
| Clock-in and clock-out locations | They show whether the Crew Member was at the work location. |
| Break | A missing break changes the hours, and sometimes the overtime. |
| Pay code | It decides how the hours are paid, such as regular or holiday. |
| Pay and bill rates | Every manual rate change is tracked, with the name of the person who made it. |
| Client status | A Client Declined timesheet needs a look before you approve anything. |
Get through a pay period fast
- Save the list you use every pay period, such as Unapproved for last pay period, and turn on Shared so your team uses it too.
- Use the counts at the top to work through one status at a time.
- Tick the boxes beside timesheets you've checked to approve them together.
- Watch the day as it happens with Daily Pulse, so fewer problems reach approval.
When something isn't right
- Under Review flags it for your team and stops the Crew Member changing it while you look into it.
- Send Message from the timesheet to ask the Crew Member. The conversation stays with the timesheet.
- Not Completed is for work that didn't happen, such as a no-show. Don't delete the timesheet.
- To fix times or add a missing timesheet, see Add, Clone or Fix a Timesheet.
Client approval
If your clients approve timesheets, they do it in the client portal, and their approval shows as Client Approved. A decline shows as Client Declined, so you can fix it. Your team still gives the final approval. Send clients Approve or Decline Timesheets and Approve Many Timesheets at Once.
After you approve
Once a timesheet is Approved, Crew and clients can't change it. Your team can still change its status if something needs fixing. It's ready for payroll and for your invoice batch. When it's exported for payroll it's marked Paid, and when it goes on an invoice it's marked Invoiced. Fixing it after that means fixing payroll or the invoice too, so check before you approve.
Questions people ask
Can I approve many timesheets at once?
Yes. Tick the boxes beside them and approve them together.
Do I have to wait for the client to approve?
That's your agency's choice. Your team's approval is the final one.
Where do I see where someone clocked in?
Open the timesheet. Clock-in and clock-out locations are under the times.
Other ways people ask this
- How do I approve a timesheet?
- How do I approve all timesheets at once?
- How do I check where a Crew Member clocked in?
- How do I put a timesheet on hold?
- What should I check before approving timesheets?
Related guides
- Anatomy of a Timesheet — every status and field
- Overtime, Pay Codes and Overrides — how the hours are paid
- Approve Timesheets: Start Here — the whole flow
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