Approve time & expenses

This article describes the process by which Admins and Managers review and approve tracked time entries and expenses submitted by team members. With this process, time and budget spent on a project can be precisely estimated and allocated.

Approving tracked time is available on Standard and higher subscription plans and can be performed by workspace Admins and Team managers.
Approving tracked expenses is available on PRO and higher subscription plans and can be performed by workspace Admins and Team managers. 

Imagine you are a project manager overseeing a team of developers working on a project for a client. Team members submit tracked expenses during project-related activities, such as software licenses or travel expenses. As the project manager, you review these submissions to make sure they align with project budgets and client agreements. Once approved, these entries are integrated into project reports and invoices, providing clients with the billing information. 

Admin or Team manager can approve, reject and edit the submitted time and expenses from the Approbations .

Approve time #

Each time approval request contains the following information: 

• Author of the submitted request 
• Time of the submitted request 
• Status:
  • Non soumis
  • En attente
  • Approuvé

Whenever there’s a timesheet that’s waiting for approval, you’ll see an orange dot as an indicator in the sidebar.

En attente .

Lists timesheets that are waiting for approval. You can approve all requests at once, or filter by user or group.

Rappeler pour approuver

If there are Team managers that are supervising team members, you, as an Admin, can click Rappeler pour approuver to send an email reminder to each Team manager to approve their team members’ timesheets.  

To send Team managers reminder to approve:

1. Accédez à Approbations .
2. If team members have assigned Team managers, Rappeler pour approuver button will be enabled
3. Reminder to approve submitted request will be sent to Team manager’s emails  

To see a full timesheet, click on the request to see it in more detail.

Edit pending time request #

Admins can edit other user’s pending requests directly from the En attente dans les Approbations .
Unless time entries are locked, Team managers can edit their team’s pending requests.

Pour modifier une demande en cours :

1. Allez dans Approbations .
2. Dans En attente tab, choose submitted timesheet
3. Cliquez sur l'icône du stylo d'édition à côté de la saisie des temps
4. In Edit time entry screen, you can edit the following:
   • Time and date
   • Description
   • Projet
   • Facturation
   • Duplicate/delete entry

After you’ve made all the necessary changes, click ENREGISTRER pour terminer l'action.

Manager’s approval #

In addition to Admins, Team managers can also approve timesheets for the users they manage.

1. Allez dans L'Équipe .
2. Cliquez sur l'onglet + Rôle pour la personne que vous souhaitez nommer responsable
3. Cochez la case Chef d'équipe
4. Sélectionnez les utilisateurs pour lesquels ils peuvent consulter et approuver les feuilles de temps
5. Sauvegardez les changements

Une fois qu'une personne a un rôle de Chef d'équipe role, they can see the Approbation page in the sidebar, and they can see only their member’s approval requests and either approve or reject them.

Approve expenses #

As is the case with approving time, if there is some expense waiting for approval, you’ll see an orange dot as an indicator in the sidebar.

If you’d like to submit the Expenses approval in the Approbations :

1. Accédez à la page des Approbations .
2. Cliquez sur le bouton Non soumis .

Here’s the list of all the unsubmitted Expense approvals with the Team member’s name, total time, number of approved time off hours and total amount of expenses all grouped based on the time period. If you expand one and click on the unsubmitted expenses, you’ll be redirected to the Feuille de temps page with all the time entries that can be submitted. 

To continue the process: 

4. Cliquez sur le bouton SOUMETTRE POUR APPROBATION
5. L’écran de confirmation apparaît
6. Cliquez sur SOUMETTRE pour confirmer l'action

Une fois que la dépense a été approuvée, elle ne peut être modifiée en aucune façon.

Edit pending expenses #

Admins can edit other user’s expenses directly from the En attente dans les Approbations .
Team managers can edit their team’s pending requests unless time expenses are locked.

Pour modifier une dépense en attente :

1. Allez dans Approbations .
2. Choose submitted timesheet in En attente .
3. Click on edit icon
4. Dans Edit expense screen, edit the following:
   • Date
   • Projet
   • Category
   • Montant
   • Facturation
   • Add/delete receipt
   • Delete request

After you’ve made all the necessary changes, click ENREGISTRER pour terminer l'action.

If the timesheet is waiting for approval, the Approbations item in the sidebar is marked with an orange dot.

Reject submitted request #

Rejecting a submitted request needs to be done on the Approbations . 

To reject a request:

1. Accédez à Approbations page, En attente .
2. Open the request
3. Cliquez sur Reject dans le coin supérieur droit
4. Leave a note
   
5. Cliquez sur Reject pour terminer l'action

As a result, the approval request will be deleted, the pending label will be removed and the user will receive an email containing the note.

If a member submitted a timesheet with entries that are wrongly submitted, you can: 

• Reject the entire timesheet then edit and resubmit the entry
• Accédez à Rapport détaillé and manually correct the mistake (only as Owner/Admin, or their Team manager)

Once you approve time, time entries are permanently locked. Even Admins can’t make any edits.

If you invoice time after approval and want to mark what’s been invoiced, you can import approved time entries into an factures and approved time entries will automatically get an invoiced tag so you can see what’s been invoiced and filter reports by status.

Si l'heure de début et l'heure de fin comprennent une période de nuit, un nombre en exposant figure à côté de l'heure de fin, indiquant le nombre de jours supplémentaires couverts par la saisie des entrées du temps.

Notifications: #

• User’s Team manager is notified if Timesheet is submitted 
• User who submitted the timesheet is notified if Timesheet is approved 
• User receives an email and note if Timesheet is rejected
• User and all the Admins receive an email if Approval is withdrawn 

If you’re Admin and want to receive an email notification when a user submits their timesheet, you need to have a Chef d'équipe role for users you manage. This means that, for certain users, you’ll be both an Admin and a Team manager.

You can send email reminders to both users to submit their unsubmitted timesheets, and managers to approve their team members’ timesheets.