No more paper timesheets.
No more Friday chaos.
Workers submit hours from their phone. Clients approve with one click. Invoices generate automatically. The entire timesheet-to-invoice cycle runs without coordinator involvement.
The timesheet problem that costs agencies hours every week
Most agencies with manual processes spend 2–4 hours every Friday collecting and entering timesheet data. Workers submit paper forms, photos on WhatsApp, or reply-all emails. Coordinators chase the ones who haven't submitted. Someone enters the data into a payroll spreadsheet. The same data gets re-entered to produce invoices. Errors creep in. Disputes take time to resolve.
This is entirely avoidable. Digital timesheets with an approval workflow eliminate every manual step from submission through to invoice generation.
The Subshift timesheet workflow
From shift completion to invoiced — every step is digital, tracked, and automatic.
- 1
Worker submits from their phone
When a shift ends, the worker opens the Subshift PWA on their phone and submits their timesheet — actual start time, end time, and any breaks. Takes under a minute. No paper, no photo, no WhatsApp.
- 2
Client receives notification and approves
The client contact is notified. They log into their portal and see the submitted timesheet alongside the shift details. One click to approve, or they can flag a discrepancy with a comment.
- 3
Agency sees all pending timesheets in one view
The agency dashboard shows all timesheets across all clients in a single view — submitted, pending approval, approved, disputed. No chasing, no inbox searching, no spreadsheet scanning.
- 4
Invoice generated automatically on approval
When a timesheet is approved, Subshift applies the rate card for that position at that client and creates a draft invoice. The agency reviews and sends. No manual calculation, no rate card lookup.
- 5
Audit trail for every timesheet
Every submission, approval, and dispute is logged with timestamps and user identity. If a worker or client queries an invoice weeks later, the full record is available.
Friday afternoon: before and after
Before Subshift — every Friday
- Send reminder messages to workers who have not submitted timesheets
- Wait for WhatsApp photos, emails, and paper forms to come in
- Chase the 20% who never respond first time
- Manually enter hours into spreadsheet
- Look up each rate card to calculate charge amounts
- Manually produce invoices in accounting software
- Reconcile any discrepancies between what workers reported and what clients expected
- 3–4 hours gone. Every single Friday.
After Subshift — every Friday
- Workers submit timesheets from their phones after each shift (not a batch on Friday)
- Clients approve via their portal when convenient — no chasing
- Agency dashboard shows all pending and approved timesheets at a glance
- Draft invoices are already generated from approved timesheets
- Review and send invoices — 15 minutes, not 4 hours
- No manual data entry. No rate card lookups. No reconciliation.
- Friday afternoon is yours again.
Reclaim your Friday afternoon.
Book a demo and see how digital timesheets and automatic invoicing work in practice.