Subshift

Approving timesheets

Once a worker submits a timesheet for a completed shift, it enters the approval queue. This guide walks you through reviewing the details, approving or rejecting, and what happens next in each case.

Step 1: Open the timesheet

  1. Go to Timesheets in the sidebar.
  2. Filter by Status: PENDING_APPROVAL to see only timesheets that need action.
  3. Click any row to open the timesheet detail page.
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Timesheet detail page showing scheduled vs actual hours, worker notes, and approve/reject controls.

Step 2: Check the hours

The timesheet detail shows:

  • Scheduled — the start time, end time, and duration from the original shift booking.
  • Actual — the times the worker reported on their timesheet submission.
  • Difference — any variance between scheduled and actual (e.g. early finish, late start, extended hours).
  • Break — whether a break was taken and for how long.
  • Worker note — any free-text note the worker added.

Tip

If the actual hours differ significantly from scheduled, check with the client or worker before approving. Approved hours are what gets invoiced.

Step 3: Approve or reject

Approve

  1. Review the hours and confirm they are correct.
  2. Click Approve.
  3. The timesheet status changes to APPROVED and is now eligible for invoicing.

Reject

  1. Click Reject.
  2. Enter a reason in the text field — for example, "Hours do not match client site record. Please resubmit."
  3. Click Confirm rejection.
  4. The worker is notified of the rejection with your reason.

Warning

Rejected timesheets are not included in invoice generation. If a worker resubmits after a rejection, the new submission will appear in the queue as PENDING_APPROVAL again.

What happens after approval

Approved timesheets accumulate in the system. When you are ready to bill the client, go to Invoices → Generate to pull all approved, uninvoiced timesheets into an invoice batch for a given period.

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