How to submit Time and Expenses for approval

Learn how to fill, review, and submit your timesheets in just a few clicks

🌟 This feature is included in the PREMIUM Plan

In this article, you'll learn how to submit your timesheets and expenses for approval, to easily take care of your administrative chores.

First of all, for you to be able to submit your timesheets, the Approvals feature must be activated in your workspace. Only the Owner of the workspace can activate it.

When the feature is correctly activated, you should see a new Timesheets section in the left sidebar of your screen.

(Tip: make sure to pin this section in the sidebar so you'll have easy access to it

How to submit your timesheets for approval

1. Go to the Timesheets section, where you can view, edit, and review your timesheet before submitting it for approval:

1. Select the timesheet for the period of time you need to submit. You can already see the time entries that you have tracked as you tracked time in that period (because you have been tracking time regularly, right?);

    

2. If you need to, edit and add time to your timesheets. Click on the + button to add time for a specific day, or add a project line to fill the week with entries for that project:

3. If you need to adjust any existing time entry, simply click on it to open that entry detail. Then, by clicking the pencil icon, you'll be able to edit the time, project, phase etc;

4. When you're done filling out the timesheet, click Submit for approval;

Make sure to double-check the period of time. If you want, you can also add some notes that will be seen by your approval manager. Then, click Submit.

PLEASE NOTE: As you can see from the screenshot above, clicking the Submit button sends both your time and expenses for that timeframe to your managers for approval. This is why it's important to double-check that you have correctly entered your time and expenses for that time period. You can make some edits while the submission is in the Pending status, but after it's approved by your manager, it will be locked.

Once you're done, you'll be able to check the status of your submission on the Timesheets page:

• The yellow Submitted label means that you have successfully submitted your timesheet, and it is awaiting approval from managers. Submitted entries can be edited until the manager approves them. After that, you won't be able to edit anything in that submission;

• The green Approved label means that it has been approved by the manager;

• Lastly, the red Acton required label means that the manager has rejected your submission and you'll likely need to fix it and submit it again.

You'll also notice that, once a time or expense is approved, it will appear as Locked and cannot be edited. If you need to make edits post-approval, contact your manager. 

Submitting Expenses for approval

You can also submit your Expenses for approval along with your time. This feature is also activated by account Owners. Once activated, there will be a button to submit your Expenses for approval in the Expenses section:

1. Go to the Expenses section;

2. With the New Expense button, you can add the expense and fill in all the required information. You can also add attachments, like pictures of receipts, invoices etc.

   

3. When you're sure you have entered all expenses, click the button Submit for approval.

Approved expenses, just like the timesheets, cannot be edited.

Watch this video tutorial: Time&Expenses Approvals feature