Add, Clone or Fix a Timesheet: Missed Clock-Ins, Reimbursements and Bonuses

Somebody always forgets to clock out. Fixing it properly, with a note, keeps pay right and gives you an answer when someone asks why.

▶ Watch how to add a timesheet by hand

That's the timesheet right, with a record of why. Read on for each case.

Fix a missed or wrong clock-in or clock-out

1. Open the timesheet.
2. Correct the Clock-In or Clock-Out date and time.
3. Check the break and the hours.
4. Under Notes, click ADD and write what changed and why.
5. Click Update.

If the Crew Member is on site but couldn't clock in, your team can clock them in. See Handle No-Shows & Backfill.

Fix the rate on a timesheet after the job changed

A job’s timesheet is created when the job starts, and it copies the job’s pay and bill rates at that moment. If someone changes the job after that, for example from LPN to RN, or changes its rates, the timesheet keeps the rates it started with. That’s by design: a timesheet’s rates only change when someone changes them on the timesheet.

1. Go to Operation › Timesheet and open the timesheet with the arrow at the end of its row.
2. Check the Position, Pay Rate and Bill Rate.
3. Enter the right Pay Rate and Bill Rate.
4. Click Update, then add a note saying why the rate changed.
5. Do the same for every timesheet from that job that was created before the change.

To avoid it, change a job’s position or rates before the job starts. See Change a Job’s Position: What Updates Automatically and What Doesn’t. If it has to change later, fix its timesheets the same day, before anyone approves them. The Pay and Bill Detail Report shows rates across all your timesheets before payroll. See Get Timesheets Ready for Payroll.

Add a timesheet by hand

1. Go to Operation › Timesheet and click Add Timesheet.
2. Pick the job, then one, several or all of the Crew Members on it.
3. Enter the times, and any bonus or reimbursement.
4. Attach receipts if you have them, and save.

Adding several Crew Members at once saves entering the same job again and again.

Add a reimbursement or bonus

1. Open the timesheet it relates to and click Clone.
2. Tick Reimbursement.
3. Pick the Pay Code, such as Reimbursement or Bonus.
4. Enter the amount, and tick Billable if the client pays it back.
5. Under Attachments, click ADD to attach the receipt.
6. Click Update.

Don't delete a timesheet for a no-show

Set it to Not Completed instead. Deleting it loses the record.

What Crew can fix themselves

Crew can check their hours in the app, and change a time before it's approved if your agency allows it. Once a timesheet is Approved, Crew and clients can't change it. Your team can still change its status if something needs fixing. Send them Check and Fix Your Timesheet.

Questions people ask

A Crew Member forgot to clock out. What do I do?

Open the timesheet, enter the clock-out time, add a note, and click Update.

Can I add the same timesheet for several people?

Yes. Add Timesheet lets you pick several Crew Members from the job at once.

Does the client see receipts?

Attachments on a timesheet go with the client's invoice.

Can I change a timesheet after it's approved?

Yes, your team can change its status and fix it. If it has already been exported for payroll or invoiced, fix those too. Crew and clients can't change it.

I changed the job to a different position. Why does the timesheet still have the old rate?

The timesheet was created when the job started, with the rates at that moment. Changing the job afterward doesn’t change it. Change the Pay Rate and Bill Rate on the timesheet itself.

Other ways people ask this

• How do I add a missing timesheet?
• A worker forgot to clock in
• How do I add parking reimbursement?
• How do I add a bonus to a timesheet?
• How do I attach a receipt to a timesheet?
• Why didn’t the timesheet update when I changed the job?
• The job was changed from LPN to RN but payroll shows the LPN rate
• How do I change the pay rate on a timesheet?

Related guides

• Review and Approve Timesheets — checking before you approve
• Overtime, Pay Codes and Overrides — pay codes for reimbursements and bonuses
• Change a Job’s Position: What Updates Automatically and What Doesn’t — avoid fixing rates by hand