Approval Workflow

The time tracking approval workflow ensures accurate time records before they're used for payroll and job costing. Employees submit their timesheets for review, and managers approve or return them for corrections.

Workflow Overview

For Employees

Checking Approval Status

Your timesheet status appears at the top of the timesheet view:

Status	What It Means
Draft	You can edit. Not yet submitted.
Submitted	Awaiting manager review. Cannot edit.
Approved	Locked by manager. Cannot edit.

Submitting for Approval

When your week's time entries are complete:

1. Navigate to your Timesheet
2. Review all entries for the week
3. Click Submit for Approval
4. Add optional notes (e.g., "Overtime approved by John for Saturday work")
5. Click Submit

Before Submitting

Review your timesheet for:

• Missing days
• Incomplete clock-in entries (no end time)
• Incorrect hours or projects
• Missing notes on significant entries

What Happens After Submission

• Your timesheet status changes to Submitted
• You cannot edit entries until the timesheet is approved or retracted
• Your manager receives a notification (if enabled)
• The submission date and any notes are recorded

Retracting a Submission

If you need to make changes after submitting:

1. Open your Timesheet for the submitted week
2. Click Retract Submission
3. Confirm the retraction
4. Status returns to Draft
5. Make your corrections
6. Submit again when ready

warning

You can only retract if the timesheet hasn't been approved yet. Once a manager approves and locks the timesheet, you cannot retract.

After Approval

Once approved:

• Status changes to Approved
• The timesheet is locked
• No further edits are possible
• Time data flows to payroll/job costing systems

If you discover an error after approval, contact your manager to request an unlock.

For Managers

Viewing Pending Approvals

1. Navigate to Time Tracking > Approvals
2. View list of submitted timesheets awaiting review
3. Filter by employee, department, or date range

Reviewing a Timesheet

1. Click on an employee's submitted timesheet
2. Review all entries for the week:
   • Total hours per day
   • Projects worked on
   • Categories used
   • Notes and comments
   • Mileage (if tracked)
3. Check for issues:
   • Overtime without prior approval
   • Missing entries
   • Unusual hours patterns
   • Incorrect project assignments

Approving a Timesheet

If the timesheet is correct:

1. Click Approve
2. Confirm the approval
3. The timesheet is now locked

Approved timesheets:

• Cannot be edited by the employee
• Are marked with the approval date
• Show who approved them
• Are ready for payroll export

Returning for Corrections

If changes are needed:

1. Add a comment explaining what needs correction
2. The employee will see the comment
3. They can retract, make changes, and resubmit

No "Reject" Button

The system uses a comment-based approach rather than formal rejection. Communicate needed changes via comments, and the employee retracts and corrects.

Unlocking an Approved Timesheet

If corrections are needed after approval:

1. Find the approved timesheet
2. Click Unapprove or Unlock
3. Confirm the action
4. The timesheet returns to Draft status
5. The employee can now edit and resubmit

Audit Trail

Unlock actions are logged. Use sparingly and document the reason for unlocking.

Bulk Approval

For efficient processing of multiple timesheets:

1. Navigate to Time Tracking > Approvals
2. Select multiple submitted timesheets
3. Review summary information
4. Click Approve Selected
5. Confirm bulk approval

Bulk PTO Entry

Managers can add PTO for multiple employees:

1. Navigate to Time Tracking > Bulk PTO
2. Select employees
3. Enter PTO hours and dates
4. Select PTO pay type
5. Save entries

Useful for company holidays or team PTO days.

Approval Status Reference

Employee View

Status	Can Edit	Actions Available
Draft	Yes	Submit for Approval
Submitted	No	Retract Submission
Approved	No	Contact Manager

Manager View

Status	Can Approve	Actions Available
Draft	No	View Only
Submitted	Yes	Approve, Add Comments
Approved	No	Unapprove/Unlock

Timeline and Deadlines

Typical Weekly Cycle

Day	Action
Week End	Complete all time entries
Monday	Submit timesheet for previous week
Tuesday	Manager reviews and approves
Wednesday	Payroll export processed

Your company may have different deadlines. Check with your administrator.

Late Submissions

• Submitting late may delay payroll processing
• Some companies allow late submissions with manager override
• Repeated late submissions should be addressed with your manager

Notifications

Employee Notifications

• Reminder to submit (if enabled)
• Approval confirmation
• Comments from manager

Manager Notifications

• New submissions awaiting approval
• Retractions of previously submitted timesheets
• Approaching approval deadlines

Configure notifications in your Notification Settings.

Best Practices

For Employees

1. Enter time daily - Don't wait until week end
2. Add meaningful notes - Helps managers approve faster
3. Submit on time - Follow your company's schedule
4. Double-check before submitting - Review thoroughly

For Managers

1. Review promptly - Don't delay payroll processing
2. Provide clear feedback - Explain what needs correction
3. Be consistent - Apply same standards to all employees
4. Use comments - Document approval decisions when needed

Integration with Payroll

Approved timesheets can be exported to payroll systems:

• QuickBooks Online
• QuickBooks Desktop
• CSV export for other systems

See Time Tracking Exports for export details.

Troubleshooting

"Cannot Submit" Error

Common causes:

• Incomplete clock-in entries (missing end time)
• Invalid entries in the timesheet
• Already submitted (check status)

"Cannot Edit" Message

Your timesheet is either:

• Submitted (retract to edit)
• Approved (contact manager to unlock)

Manager Cannot See Submissions

Check:

• Correct date range filter
• Department/team assignment
• Approval permissions in your role