Approving Timesheets

⏱️ 4 minute read

With Timesheet Approval, Admins and Project Owners approve team members' time registrations across billable projects before they are invoiced. Timesheet Approval helps audit timesheets, reduces errors and ensure compliance. 

This article covers:

• Approving Timesheets
• Additional Features

Approving Timesheets

As an Admin or permissioned Project Owner, you are able to approve all time registered for an entire week, the total hours registered per project and internal time. You cannot reject time registered to a specific task. Admins or permissioned users can approve submitted time-off separately from timesheets if Time-off Approval is enabled. 

• For more information on timesheet approval and the required permissions, check out About Timesheet Approval. 

Timesheet Status

There are 3 timesheet status tabs within Timesheet Approval:

• Submitted: Timesheets that have been submitted for approval. 
• Not Submitted: Timesheets that have not been submitted for approval, or any previously submitted timesheets that have been rejected. 
• Approved: All timesheets that have been approved.

Team members are automatically notified when their timesheet are rejected. Admins may also notify team members who have not submitted their timesheet by clicking the mail icon at the far right of each timesheet or by using Remind All on the Not Submitted tab.

To approve/reject submitted timesheets

1. Click Resourcing in the top bar.
2. Select Timesheet Approval.
3. There are three sections in Timesheet Approval: Submitted, Not Submitted and Approved.
4. Click the date range to open the calendar and view the weeks with pending timesheets. The number inside the red dot indicates the total amount of submitted time entries waiting for approval. Please note that this number reflects individual time registrations, not tasks, as a single task may contain multiple time entries. This count will update dynamically based on any filters you apply.
   
5. Submitted timesheets can be found in the Submitted section.
6. Use the green check to approve a timesheet. 
   1. To approve an entire timesheet, use the green check in the same row as the team member's name. All billable and internal time within the timesheet will be approved.
   2. To approve select time entries made to a specific project, use the green check in the project row. 
   3. To approve select internal time, use the green check in the internal time row. 
7. Use the red 'X' to reject a timesheet.
   1. Similarly to approving time, you can reject an entire timesheet or select entries.

To approve/reject time-off requests

1. Click Resourcing in the top bar. 
2. Select Timesheet Approval.
3. There are three sections in Timesheet Approval: Submitted, Not Submitted and Approved.
4. Submitted time-off can be found in the Submitted section.
5. Use the green check to approve time-off. 
   1. To approve an entire week of time-off, use the green check in the same row as the team member's name. All time-off within the timesheet will be approved.
   2. To approve select time-off entries, use the green check in the project row.
6. Use the red 'X' to reject time-off.
   1. Similarly to approving time-off, you can reject all time-off for the week or select entries.

Additional Features

Timesheet Approval displays timesheets based on submission status and week. Filters and grouping options enable Admins or permissioned Project Owners to easily identify, review and approve time reported by individual or project. Additional features include options for customizing the page view, editing time entries and sending timesheet reminders.

Calendar & Dates

Use the arrows to identify a specific timesheet week. Or, click on the date range to expand the calendar, then navigate to the desired month and week. Use Today to jump to the current week.
A red dot appears on the single chevron on the left whenever there are submitted time entries on any earlier week in the month and on the single chevron on the right whenever there are submitted time registrations any later week in the month.
A red dot appears on the double chevron on the left whenever there are submitted time entries on any earlier month and on the double chevron on the right whenever there are submitted time registrations any later month.

Eye Menu

Customize the layout and display of Timesheet Approval using the Eye (show/hide menu). Eye selections are specific  to the logged-in user only enabling each user to create an individual, customized layout best fit to their needs. View options available for selection within the Eye are:

• Project Owner
• Total Time Regs
• Work Estimate

Timesheet Reminders

Team members are automatically notified when their timesheet are rejected. Timesheet Approvers may also notify team members who have not submitted their timesheet by clicking the mail icon at the far right of each timesheet or by using Remind All on the Not Submitted tab.

Filters & Grouping

Timesheet Approval includes page filters and grouping options.  Filters are useful in identifying specific projects, clients, departments, or project owners responsible for timesheet approval. Applying a grouping enables timesheet sorting by project or by person. 

To apply Timesheet Approval filters

1. From Timesheet Approval, click Filter at the top right.
2. Select the desired filter, then select the included or excluded criteria.
3. Use Save Filter and rename the filter for re-application in the future. 
   

To apply Timesheet Approval grouping

1. From Timesheet Approval, click the Group by dropdown at the top right. 
2. Select Group by project or Group by person. 
3. The tabs update to reflect the selected grouping. Group by person lists timesheets by team member while Group by project lists timesheets by project, then person. 

• Group by person
  
• Group by project
  

Related Articles

• About Timesheet Approval