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 Aprovações .

Approve time #

Each time approval request contains the following information: 

• Author of the submitted request 
• Time of the submitted request 
• Status:
  • Não enviado
  • Pending
  • Aprovado

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

Pending .

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

Lembre-se de aprovar

If there are Team managers that are supervising team members, you, as an Admin, can click Lembre-se de aprovar to send an email reminder to each Team manager to approve their team members’ timesheets.  

To send Team managers reminder to approve:

1. Acesse a Aprovações .
2. If team members have assigned Team managers, Lembre-se de aprovar 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 Pending em Aprovações .
Unless time entries are locked, Team managers can edit their team’s pending requests.

Para editar a solicitação pendente:

1. Vá para a página Aprovações .
2. Em Pending tab, choose submitted timesheet
3. Clique no ícone de caneta de edição ao lado da entrada de tempo
4. In Edit time entry screen, you can edit the following:
   • Time and date
   • Descrição
   • Projeto
   • Faturamento
   • Duplicate/delete entry

After you’ve made all the necessary changes, click SALVAR para concluir a ação.

Manager’s approval #

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

1. Vá para a página Equipe .
2. Clique em + Função para a pessoa que você deseja tornar um gerente
3. Marque a caixa Função de Gerente
4. Selecione os integrantes para os quais eles podem visualizar e aprovar planilhas de horas
5. Clique em Salvar para registrar as alterações

Depois que uma pessoa assume a Gerente de equipe role, they can see the Aprovação 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 Aprovações .

1. Navegue até a página Aprovações .
2. Clique no botão Não enviado .

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 Planilha de horas page with all the time entries that can be submitted. 

To continue the process: 

4. Clique no botão ENVIAR PARA APROVAÇÃO
5. A tela de confirmação é exibida
6. Clique no ícone de ENVIAR para confirmar a ação

Depois que a despesa for aprovada, ela não poderá ser editada de forma alguma.

Edit pending expenses #

Admins can edit other user’s expenses directly from the Pending em Aprovações .
Team managers can edit their team’s pending requests unless time expenses are locked.

Para editar despesas pendentes:

1. Vá para a página Aprovações .
2. Choose submitted timesheet in Pending .
3. Click on edit icon
4. Em Edit expense screen, edit the following:
   • Data
   • Projeto
   • Category
   • Quantia
   • Faturamento
   • Add/delete receipt
   • Delete request

After you’ve made all the necessary changes, click SALVAR para concluir a ação.

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

Reject submitted request #

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

To reject a request:

1. Acesse a Aprovações page, Pending .
2. Open the request
3. Clique no ícone de Reject no canto superior direito
4. Leave a note
   
5. Clique no ícone de Reject para concluir a ação

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
• Acesse a Relatório detalhado 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 fatura and approved time entries will automatically get an invoiced tag so you can see what’s been invoiced and filter reports by status.

Se você digitar 1, será 1min. Mas se você mudar para o formato decimal, 1 se tornará 1h.

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 Gerente de equipe 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.