{"id":18027,"date":"2024-05-08T11:03:18","date_gmt":"2024-05-08T11:03:18","guid":{"rendered":"https:\/\/clockify.me\/help\/?p=18027"},"modified":"2026-04-09T05:21:18","modified_gmt":"2026-04-09T05:21:18","slug":"submit-time-expenses-for-approval","status":"publish","type":"post","link":"https:\/\/clockify.me\/help\/track-time-and-expenses\/submit-time-expenses-for-approval","title":{"rendered":"Submit time & expenses for approval"},"content":{"rendered":"\n
Who can use this feature?<\/span>
<\/rect><\/mask><\/path><\/g><\/svg>Regular users, admins and team managers<\/span><\/div>
<\/rect><\/mask><\/path><\/g><\/svg>Standard plan and higher<\/span><\/div><\/div><\/div>\n\n\n\n

Users can submit their weekly, monthly and semi-monthly timesheets and expenses for approval. As an Admin\/Team manager<\/strong>, you need to review these submissions to verify billable hours and project expenses before approving them for client invoicing. <\/p>\n\n\n\n

<\/rect><\/mask><\/path><\/g><\/svg>Note<\/span><\/div>
\n

Time approval is a paid feature, which you can enable by upgrading<\/a> your workspace to Standard, Pro, or Enterprise plan. Expense approval is also a paid feature available on the Pro and Enterprise plans. <\/p>\n<\/div><\/div>\n\n\n\n

To submit expenses for approval, you need to activate Expense tracking<\/strong> in the workspace settings. This way, when you submit tracked time for the approval, tracked expenses will also be submitted for that time period and vice versa. <\/p>\n\n\n\n

<\/rect><\/mask><\/path><\/g><\/svg>Tip<\/span><\/div>
\n

For more information on the approval process, check out Approve time & expenses<\/a>.<\/p>\n<\/div><\/div>\n\n\n\n

Submit time for approval<\/h2>\n\n\n\n

Regular users<\/h3>\n\n\n\n

Regular users can submit their time via Time tracker<\/strong> or Timesheet.<\/strong><\/p>\n\n\n\n

To submit time in Time Tracker<\/strong>:<\/p>\n\n\n\n

    \n
  1. Open the Time tracker<\/strong> page<\/li>\n\n\n\n
  2. Choose pending entry you’d like to submit for approval<\/li>\n\n\n\n
  3. Click Submit for approval<\/strong><\/li>\n\n\n\n
  4. Click Submit<\/strong> to complete the action<\/li>\n<\/ol>\n\n\n\n
    \"\"<\/figure>\n\n\n\n

    To submit time in Timeshee<\/strong>t:<\/p>\n\n\n\n

      \n
    1. Open the Timesheet<\/strong> page<\/li>\n\n\n\n
    2. Choose time period you’d like to submit for approval<\/li>\n\n\n\n
    3. Click Submit for approval<\/strong> at the bottom right corner of the page
      \"\"<\/li>\n\n\n\n
    4. Click Submit<\/strong> in the pop-up window to confirm the action
      \"\"<\/li>\n\n\n\n
    5. Click Submit<\/strong> to complete the action<\/li>\n<\/ol>\n\n\n\n

      Edit pending requests<\/h2>\n\n\n\n

      If a timesheet or expense request is already submitted and is still Pending<\/strong>, you can modify existing entries or add new ones for that same date range without needing to submit a new request.<\/p>\n\n\n\n

      Add time entry to pending request (Timesheet)<\/h3>\n\n\n\n

      If you add new time entries or expenses to a period that has already been submitted for approval, you can choose whether to include these new items in the existing pending request or keep them separate.<\/p>\n\n\n\n

        \n
      1. Go to the Timesheet<\/strong> page<\/li>\n\n\n\n
      2. Click Select Project<\/strong> to add a new task<\/li>\n\n\n\n
      3. Enter the duration on the day column<\/li>\n\n\n\n
      4. Click Submit Changes<\/strong><\/li>\n<\/ol>\n\n\n\n

        The existing request will be automatically updated to include the new entry.<\/p>\n\n\n\n

        \"\"<\/figure>\n\n\n\n
        <\/rect><\/mask><\/path><\/g><\/svg>Note<\/span><\/div>
        \n

        If you choose not to add changes to the pending approval, your Timesheet <\/strong>page will show the new entries, but the manager will only see the original submission in the Approvals<\/strong> section.<\/p>\n<\/div><\/div>\n\n\n\n

        Add time entry to pending request (Time Tracker)<\/h2>\n\n\n\n

        To add new time entry to a pending request in the Time Tracker page:<\/p>\n\n\n\n

          \n
        1. Go to Time Tracker<\/strong><\/li>\n\n\n\n
        2. Shift to manual mode by typing m<\/strong> or clicking the note icon<\/strong> (above the timer)<\/li>\n<\/ol>\n\n\n\n
          \"\"<\/figure>\n\n\n\n

          3. Add the task description, project, date, start time and end time
          4. Click Add<\/strong>
          5. Scroll down to the time range of the new entry
          6. Click Submit changes<\/strong>
          7. Click Submit<\/strong> to confirm the action<\/p>\n\n\n\n

          The new time entry should have a light orange checkmark just like the other pending items.<\/p>\n\n\n\n

          \"\"<\/figure>\n\n\n\n

          Edit rejected entries<\/h3>\n\n\n\n

          You can edit rejected entries in Timesheet or Time Tracker and submit the changes or save them for later.<\/p>\n\n\n\n

            \n
          1. Go to Timesheet <\/strong>or Time Tracker<\/strong><\/li>\n\n\n\n
          2. Edit the rejected entry<\/li>\n\n\n\n
          3. Click Submit for approval<\/strong><\/li>\n\n\n\n
          4. Click Submit<\/strong> on the pop-up window<\/li>\n<\/ol>\n\n\n\n
            \"\"<\/figure>\n\n\n\n

            Admins & Team managers<\/h3>\n\n\n\n

            If you’re an Admin or Team manager, you can also submit time in Approvals<\/strong> page. <\/p>\n\n\n\n

            Do that in the following way:<\/p>\n\n\n\n

              \n
            1. Go to Approvals<\/strong> page<\/li>\n\n\n\n
            2. Choose Unsubmitted<\/strong> tab <\/li>\n\n\n\n
            3. Click on three dots<\/strong> and Submit<\/strong>
              \"\"<\/li>\n\n\n\n
            4. In Submit for approval<\/strong> popup click Submit<\/strong> to confirm the action <\/li>\n<\/ol>\n\n\n\n
              <\/rect><\/mask><\/path><\/g><\/svg>Info<\/span><\/div>
              \n

              Timesheets remain editable while pending, with changes updating automatically during the approval process. Once approved, they are permanently locked; even administrators cannot make changes without leaving a permanent written record.<\/p>\n<\/div><\/div>\n\n\n\n

              Submit expenses<\/h2>\n\n\n\n
              <\/rect><\/mask><\/path><\/g><\/svg>Note<\/span><\/div>
              \n

              Expenses can be submitted for approval and subsequently approved only by an admin or team manager.<\/p>\n<\/div><\/div>\n\n\n\n

              Added expenses appear in the Expenses<\/strong> page.<\/p>\n\n\n\n

              To submit expenses for approval: <\/p>\n\n\n\n

                \n
              1. Click the Submit<\/strong> button above the Expense<\/strong> label you have created <\/li>\n\n\n\n
              2. Submit for approval confirmation screen appears with the specified timeframe and the expenses<\/li>\n\n\n\n
              3. Click SUBMIT<\/strong><\/li>\n<\/ol>\n\n\n\n

                Submitted expense that has not been approved yet has a Pending approval<\/strong> tag.<\/p>\n\n\n\n

                \"\"<\/figure>\n\n\n\n

                If you hover over the Pending approval tag, you\u2019ll see the name of the user who submitted the Expenses. By clicking on Withdraw pending<\/strong>, you can withdraw the approval. If you do that, an Admin or Manager won\u2019t be able to approve time and expenses unless you send it again.  <\/p>\n\n\n\n

                Admins can edit pending expense approvals<\/a>. Team managers can perform this action for their team members.<\/p>\n\n\n\n

                <\/rect><\/mask><\/path><\/g><\/svg>Tip<\/span><\/div>
                \n

                Expenses can also be submitted for approval from the Timesheet and Time tracker as seen in the instructions<\/a> above.<\/p>\n<\/div><\/div>\n\n\n\n

                Add expense to pending request<\/h2>\n\n\n\n

                You can add a new expense to a pending expense request.<\/p>\n\n\n\n

                  \n
                1. Go to Expenses<\/strong><\/li>\n\n\n\n
                2. Click Add Expense<\/strong><\/li>\n\n\n\n
                3. Enter the details of your expense<\/li>\n\n\n\n
                4. Click Create<\/strong><\/li>\n\n\n\n
                5. Click the Submit changes link <\/strong>at <\/strong>the top the table<\/li>\n\n\n\n
                6. Click Submit <\/strong>on the confirmation window<\/li>\n<\/ol>\n\n\n\n

                  Your new expense should now be added to the other expenses previously submitted for approval.<\/p>\n\n\n\n

                  \"\"<\/figure>\n\n\n\n

                  Bulk submit for others<\/h2>\n\n\n\n

                  Submit multiple unsubmitted timesheets from other users at once and improve the approval process.<\/p>\n\n\n\n

                  <\/rect><\/mask><\/path><\/g><\/svg>Info<\/span><\/div>
                  \n

                  This action can be performed by workspace admins and team managers. <\/p>\n<\/div><\/div>\n\n\n\n

                  To bulk submit timesheets for others:<\/p>\n\n\n\n

                    \n
                  1. Go to the Approval<\/strong> page and choose the Unsubmitted<\/strong> tab<\/li>\n\n\n\n
                  2. Check the boxes next to the timesheets you\u2019d like to submit<\/li>\n\n\n\n
                  3. Check the box at the top of the column to select all timesheets in that submission period
                    \"\"<\/li>\n\n\n\n
                  4. Click Submit<\/strong> to confirm the action in the popup window<\/li>\n<\/ol>\n\n\n\n
                    \"\"<\/figure>\n\n\n\n

                    Withdraw approval request<\/h2>\n\n\n\n

                    In case a mistake, or correction is needed, you can withdraw the submission.<\/p>\n\n\n\n

                    <\/rect><\/mask><\/path><\/g><\/svg>Note<\/span><\/div>
                    \n

                    Only pending requests can be withdrawn.<\/p>\n<\/div><\/div>\n\n\n\n

                    To withdraw your approval request:<\/p>\n\n\n\n

                      \n
                    1. Go to Time Tracker<\/strong><\/li>\n\n\n\n
                    2. Click Withdraw pending<\/strong><\/li>\n\n\n\n
                    3. Click Withdraw<\/strong> to complete the process<\/li>\n<\/ol>\n\n\n\n
                      \"\"<\/figure>\n\n\n\n
                      <\/rect><\/mask><\/path><\/g><\/svg>Info<\/span><\/div>
                      \n

                      After you withdraw your pending time period, the approval request will disappear, and you can submit a new time period when you\u2019re ready.<\/p>\n<\/div><\/div>\n\n\n\n

                      Locked dates<\/strong><\/p>\n\n\n\n