Approving Timesheets and Reading the Workday Report

Availability: all plans

The Timesheet Approval Queue is where a manager or owner reviews the time technicians submit. Each timesheet is one technician's time on one work order. You can approve it, reject it with a reason, correct a wrong time and approve in one step, or return a rejection to the queue. A second page, the Workday report, compares paid time with time on site, travel and breaks for each technician and day.

Before you start

You need the approve-time capability. Without it the queue does not open.
Whether a timesheet reaches the queue as Pending depends on a provider setting. By default, completing the work order approves its timesheet, and only providers that ask for explicit approval see completed work waiting here.
An approval can be refused while time events for that work are still open, unless the provider setting that allows approval with open time events is on. Open events are listed under Details.

Steps to approve or reject

Open the Timesheet Approval Queue. The cards show Pending Approval, Approved Today, Rejected Today and Correction frequency over the last 30 days.
Use the filters to narrow by status (Pending, Approved or Rejected) and by technician.
Each row shows the technician, the work order, the recorded time against the scheduled time and a status. A Blocked from accounting or Needs attention badge marks rows with a problem, and those rows are listed first.
Select Details to see the reasons, any open time events and the recorded entries.
Select Approve, add an optional comment, and select Approve again.
Or select Reject, enter a Reason (required) and select Reject. The technician sees the reason and can correct and resubmit.

Steps to correct a time during review

Under Details, find Review recorded time.
Change Start or End, enter a Reason, and select Correct and approve.
Open Correction history on an edited entry to see who changed it, why, and the before and after times. A correction updates connected accounting time on the next sync.

Steps to reverse a rejection

Filter to Rejected and select Return to approval on the row.
Enter a Reason for reversing rejection and select Return to pending.

The Workday report

Select Workday report at the top of the queue. Choose From and To dates and select Show. The cards show Paid, On site, Unassigned (paid time not on site or travelling) and Breaks. The table has one row per technician and day: Clocked in, Paid, On site, Travel, Unassigned, Utilization, Breaks and Arrived on time.

Tips

Previous approvals appears on a timesheet that was approved and then received new time, and returned to review.
Times in the review forms use the time zone named on the page.

If something goes wrong

If Approve is missing, the timesheet is not Pending, or your role lacks the capability.
If a row says Blocked from accounting, open Details to read the reason before approving.
If the report says "No technician clocked in during this period", widen the dates.

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