{"id":4715,"date":"2020-04-14T11:12:32","date_gmt":"2020-04-14T11:12:32","guid":{"rendered":"https:\/\/clockify.me\/help\/?p=4715"},"modified":"2026-04-23T09:07:59","modified_gmt":"2026-04-23T09:07:59","slug":"approval","status":"publish","type":"post","link":"https:\/\/clockify.me\/help\/track-time-and-expenses\/approval","title":{"rendered":"Approve time &amp; expenses"},"content":{"rendered":"\n<p>This article describes the process by which Admins and Managers review and approve tracked time entries and expenses submitted by team members. This way, time and budget spent on a project can be precisely estimated and allocated.<\/p>\n\n\n\n<div class=\"wp-block-custom-highlight-box custom-box color-green\"><div class=\"box-header\"><svg width=\"20\" height=\"20\" viewBox=\"0 0 24 24\" fill=\"none\"><mask id=\"mask-green\" style=\"mask-type:alpha\" maskUnits=\"userSpaceOnUse\" x=\"0\" y=\"0\" width=\"24\" height=\"24\"><rect width=\"24\" height=\"24\" fill=\"#D9D9D9\"><\/rect><\/mask><g mask=\"url(#mask-green)\"><path d=\"M5 21.0001C4.45 21.0001 3.97917 20.8043 3.5875 20.4126C3.19583 20.0209 3 19.5501 3 19.0001V5.0001C3 4.4501 3.19583 3.97926 3.5875 3.5876C3.97917 3.19593 4.45 3.0001 5 3.0001H13.925L11.925 5.0001H5V19.0001H19V12.0501L21 10.0501V19.0001C21 19.5501 20.8042 20.0209 20.4125 20.4126C20.0208 20.8043 19.55 21.0001 19 21.0001H5ZM9 15.0001V10.7501L18.175 1.5751C18.375 1.3751 18.6 1.2251 18.85 1.1251C19.1 1.0251 19.35 0.975098 19.6 0.975098C19.8667 0.975098 20.1208 1.0251 20.3625 1.1251C20.6042 1.2251 20.825 1.3751 21.025 1.5751L22.425 3.0001C22.6083 3.2001 22.75 3.42093 22.85 3.6626C22.95 3.90426 23 4.1501 23 4.4001C23 4.6501 22.9542 4.89593 22.8625 5.1376C22.7708 5.37926 22.625 5.6001 22.425 5.8001L13.25 15.0001H9ZM11 13.0001H12.4L18.2 7.2001L17.5 6.5001L16.775 5.8001L11 11.5751V13.0001Z\" fill=\"#4CAF50\"><\/path><\/g><\/svg><span class=\"box-label\">Note<\/span><\/div><div class=\"box-content\">\n<p>Approving <strong>tracked time<\/strong> is available on <a href=\"https:\/\/clockify.me\/pricing\">Standard plan and higher<\/a> and can be performed by workspace owners, admins, project managers or team managers.<\/p>\n<\/div><\/div>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<div class=\"ratio ratio-16x9\"><iframe loading=\"lazy\" title=\"Approvals - Administration | Clockify Tutorial (2025)\" width=\"800\" height=\"450\" src=\"https:\/\/www.youtube.com\/embed\/YfIcDXgIJOM?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe><\/div>\n<\/div><figcaption class=\"wp-element-caption\">User interface displayed in this video may not correspond to the latest version of the app.<\/figcaption><\/figure>\n\n\n\n<p><em>Imagine you are a project manager overseeing a team of developers working on a project for a client. Users working on a project 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 and task budgets and client agreements. Once approved, these entries are integrated into project reports and invoices, providing clients with the billing information.&nbsp;<\/em><\/p>\n\n\n\n<p class=\"translation-block\">Depending on the permissions defined in the <strong>Workspace settings<\/strong>, submitted time &amp; expenses can be managed from the <strong>Approvals<\/strong> page in the following way:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Admin: approve, reject, edit<\/li>\n\n\n\n<li>Team manager (if enabled): approve, reject, edit<\/li>\n\n\n\n<li>Project manager (if enabled): approve, reject<\/li>\n<\/ul>\n\n\n\n<p>To modify these permissions:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Navigate to the <a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/workspaces#workspace-settings\"><strong>Workspace<\/strong> settings<\/a> &gt; <strong>Permissions <\/strong>tab<\/li>\n\n\n\n<li class=\"translation-block\">In the <strong>Who can approve submitted timesheets and expenses <\/strong>section choose:<br><img loading=\"lazy\" decoding=\"async\" width=\"550\" height=\"113\" class=\"wp-image-19415\" style=\"width: 550px;\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2024-07-22-at-12.35.36.png\" alt=\"\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2024-07-22-at-12.35.36.png 1274w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2024-07-22-at-12.35.36-300x62.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2024-07-22-at-12.35.36-1024x211.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2024-07-22-at-12.35.36-768x158.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2024-07-22-at-12.35.36-18x4.png 18w\" sizes=\"auto, (max-width: 550px) 100vw, 550px\" \/>\n<ul class=\"wp-block-list\">\n<li><strong>Admins and team managers<\/strong><br>*Team members can approve timesheets and expenses submitted by their team members<\/li>\n\n\n\n<li><strong>Admins &amp; project managers<\/strong><br>*Project managers can approve timesheets and expenses submitted by members assigned to the projects they manage.&nbsp;<br><br>*Admins can approve time for everyone.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<div class=\"wp-block-custom-highlight-box custom-box color-green\"><div class=\"box-header\"><svg width=\"20\" height=\"20\" viewBox=\"0 0 24 24\" fill=\"none\"><mask id=\"mask-green\" style=\"mask-type:alpha\" maskUnits=\"userSpaceOnUse\" x=\"0\" y=\"0\" width=\"24\" height=\"24\"><rect width=\"24\" height=\"24\" fill=\"#D9D9D9\"><\/rect><\/mask><g mask=\"url(#mask-green)\"><path d=\"M5 21.0001C4.45 21.0001 3.97917 20.8043 3.5875 20.4126C3.19583 20.0209 3 19.5501 3 19.0001V5.0001C3 4.4501 3.19583 3.97926 3.5875 3.5876C3.97917 3.19593 4.45 3.0001 5 3.0001H13.925L11.925 5.0001H5V19.0001H19V12.0501L21 10.0501V19.0001C21 19.5501 20.8042 20.0209 20.4125 20.4126C20.0208 20.8043 19.55 21.0001 19 21.0001H5ZM9 15.0001V10.7501L18.175 1.5751C18.375 1.3751 18.6 1.2251 18.85 1.1251C19.1 1.0251 19.35 0.975098 19.6 0.975098C19.8667 0.975098 20.1208 1.0251 20.3625 1.1251C20.6042 1.2251 20.825 1.3751 21.025 1.5751L22.425 3.0001C22.6083 3.2001 22.75 3.42093 22.85 3.6626C22.95 3.90426 23 4.1501 23 4.4001C23 4.6501 22.9542 4.89593 22.8625 5.1376C22.7708 5.37926 22.625 5.6001 22.425 5.8001L13.25 15.0001H9ZM11 13.0001H12.4L18.2 7.2001L17.5 6.5001L16.775 5.8001L11 11.5751V13.0001Z\" fill=\"#4CAF50\"><\/path><\/g><\/svg><span class=\"box-label\">Note<\/span><\/div><div class=\"box-content\">\n<p>If a user has admin and any other manager role, the admin role will override every other role. If a user has both project and team manager roles, all permissions to both roles will apply.\u00a0\u00a0<\/p>\n<\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Approve time<\/h2>\n\n\n\n<p>Each time approval request contains the following information:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Author of the submitted request&nbsp;<\/li>\n\n\n\n<li>Time of the submitted request&nbsp;<\/li>\n\n\n\n<li>Status:\n<ul class=\"wp-block-list\">\n<li>Unsubmitted\/Rejected<\/li>\n\n\n\n<li>Pending<\/li>\n\n\n\n<li>Approved<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p>Whenever there\u2019s a timesheet that\u2019s waiting for approval, you\u2019ll see an orange dot as an indicator in the sidebar.<\/p>\n\n\n\n<p class=\"translation-block\"><strong>Pending<\/strong> <strong>tab<\/strong><\/p>\n\n\n\n<p>Lists timesheets that are waiting for approval. You can approve all requests at once, or filter by user or group.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"417\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Pending-tab-Approvals-1024x417.png\" alt=\"\" class=\"wp-image-30242\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Pending-tab-Approvals-1024x417.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Pending-tab-Approvals-300x122.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Pending-tab-Approvals-768x313.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Pending-tab-Approvals-18x7.png 18w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Pending-tab-Approvals.png 1500w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><strong>Remind to approve<\/strong><\/p>\n\n\n\n<p>If there are Team or Project managers that are supervising teams or project assignees, you, as an Admin, can click <strong>Remind to approve<\/strong> to send an email reminder to each Team or Project manager to approve their team members\u2019 timesheets.&nbsp;&nbsp;<\/p>\n\n\n\n<p>To send managers reminder to approve:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Go to the <strong>Approvals<\/strong> page<\/li>\n\n\n\n<li class=\"translation-block\">If members have assigned Team or Project managers, <strong>Remind to approve<\/strong> button will be enabled<\/li>\n\n\n\n<li>Reminder to approve submitted request will be sent to managers&#8217; emails\u00a0\u00a0<\/li>\n<\/ol>\n\n\n\n<p>To see a full timesheet, click on the request to see it in more detail.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Edit pending time request<\/h3>\n\n\n\n<p class=\"translation-block\">Admins can edit other user\u2019s pending requests directly from the <strong>Pending<\/strong> tab in the<strong> Approvals <\/strong>page.<br>Unless time entries are locked, Team managers can edit their team\u2019s pending requests. <\/p>\n\n\n\n<p>To edit pending request:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Go to <strong>Approvals<\/strong> page<\/li>\n\n\n\n<li class=\"translation-block\">In <strong>Pending<\/strong> tab, choose submitted timesheet<\/li>\n\n\n\n<li>Click on edit pen icon next to time entry<\/li>\n\n\n\n<li>In Edit time entry screen, you can edit the following:\n<ul class=\"wp-block-list\">\n<li>Time and date<\/li>\n\n\n\n<li>Description<\/li>\n\n\n\n<li>Project<\/li>\n\n\n\n<li>Billability<\/li>\n\n\n\n<li>Duplicate\/delete entry<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"800\" height=\"412\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/edit-pending-timesheet-1.gif\" alt=\"edit pending timesheet\" class=\"wp-image-30245\"\/><\/figure>\n\n\n\n<p class=\"translation-block\">After you\u2019ve made all the necessary changes, click <strong>SAVE<\/strong> to complete the action.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Assign manager role<\/h3>\n\n\n\n<p>In addition to Admins, Team managers can also approve timesheets for the users they manage. Project managers can approve time for members working on the project they manage.<\/p>\n\n\n\n<p>As an Admin, you can make person Team\/Project manager:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Go to <strong>Team<\/strong> page<\/li>\n\n\n\n<li class=\"translation-block\">Click on <strong>+ Role<\/strong> for the person you wish to make a manager<\/li>\n\n\n\n<li class=\"translation-block\">Check <strong>Team \/ Project Manager<\/strong><\/li>\n\n\n\n<li>For Team manager, select users\/groups to whom they can view and approve timesheets<br><img loading=\"lazy\" decoding=\"async\" width=\"400\" height=\"580\" class=\"wp-image-19416\" style=\"width: 400px;\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2024-07-22-at-12.59.02.png\" alt=\"\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2024-07-22-at-12.59.02.png 496w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2024-07-22-at-12.59.02-207x300.png 207w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2024-07-22-at-12.59.02-8x12.png 8w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/li>\n\n\n\n<li>For Project manager, select projects to view and approve timesheets for project assignees&#8217;<br><img loading=\"lazy\" decoding=\"async\" width=\"400\" height=\"530\" class=\"wp-image-19417\" style=\"width: 400px;\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2024-07-22-at-13.02.01.png\" alt=\"\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2024-07-22-at-13.02.01.png 496w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2024-07-22-at-13.02.01-226x300.png 226w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2024-07-22-at-13.02.01-9x12.png 9w\" sizes=\"auto, (max-width: 400px) 100vw, 400px\" \/><\/li>\n\n\n\n<li>Save changes<\/li>\n<\/ol>\n\n\n\n<p class=\"translation-block\">Once a person has <a href=\"https:\/\/clockify.me\/help\/administration\/user-roles-and-permissions\/manager-role\">Team or Project manager<\/a> role, they can see the <strong>Approval<\/strong> page in the sidebar with members\/project visible to them. <\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Approve expenses<\/h2>\n\n\n\n<p>As is the case with approving time, if there is some expense waiting for approval, you\u2019ll see an orange dot as an indicator in the sidebar.<\/p>\n\n\n\n<p class=\"translation-block\">If you\u2019d like to submit the Expenses approval in the <strong>Approvals<\/strong> page:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Navigate to the <strong>Approvals<\/strong> page<\/li>\n\n\n\n<li class=\"translation-block\">Click the <strong>Unsubmitted<\/strong> tab<\/li>\n<\/ol>\n\n\n\n<p class=\"translation-block\">Here\u2019s the list of all the unsubmitted expense approvals with the member\u2019s 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\u2019ll be redirected to the <strong>Timesheet <\/strong>page with all the time entries that can be submitted.&nbsp;<\/p>\n\n\n\n<p>To continue the process:&nbsp;<\/p>\n\n\n\n<ol start=\"4\" class=\"wp-block-list\">\n<li class=\"translation-block\">Click the <strong>SUBMIT FOR APPROVAL<\/strong><\/li>\n\n\n\n<li>Confirmation screen appears<\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>SUBMIT<\/strong> to confirm the action<\/li>\n<\/ol>\n\n\n\n<p>Once the expense has been approved, it cannot be edited in any way.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Edit pending expenses<\/h3>\n\n\n\n<p class=\"translation-block\">Admins can edit other user\u2019s expenses directly from the <strong>Pending<\/strong> tab in the <strong>Approvals<\/strong> page.<br>Team managers can edit their team\u2019s pending requests unless time expenses are locked.<\/p>\n\n\n\n<p>To edit pending expense:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Go to <strong>Approvals<\/strong> page<\/li>\n\n\n\n<li class=\"translation-block\">Choose submitted timesheet in <strong>Pending<\/strong> tab<\/li>\n\n\n\n<li>Click on edit icon<\/li>\n\n\n\n<li class=\"translation-block\">In <strong>Edit expense<\/strong> screen, edit the following:\n<ul class=\"wp-block-list\">\n<li>Date<\/li>\n\n\n\n<li>Project\/Task<\/li>\n\n\n\n<li>Category<\/li>\n\n\n\n<li>Amount<\/li>\n\n\n\n<li>Billability<\/li>\n\n\n\n<li>Add\/delete receipt<\/li>\n\n\n\n<li>Delete request<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"747\" height=\"1024\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/edit_expenses-747x1024.png\" alt=\"\" class=\"wp-image-18013\" style=\"width:450px;height:auto\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/edit_expenses-747x1024.png 747w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/edit_expenses-219x300.png 219w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/edit_expenses-768x1053.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/edit_expenses-9x12.png 9w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/edit_expenses.png 996w\" sizes=\"auto, (max-width: 747px) 100vw, 747px\" \/><\/figure>\n\n\n\n<p class=\"translation-block\">After you\u2019ve made all the necessary changes, click <strong>SAVE<\/strong> to complete the action.<\/p>\n\n\n\n<p class=\"translation-block\">If the timesheet is waiting for approval, the <strong>Approvals<\/strong> item in the sidebar is marked with an orange dot.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Reject submitted request<\/h2>\n\n\n\n<p class=\"translation-block\">Rejecting a submitted request needs to be done on the <strong>Approvals<\/strong> page.&nbsp;<\/p>\n\n\n\n<p>To reject a request:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Go to the <strong>Approvals<\/strong> page, <strong>Pending<\/strong> tab<\/li>\n\n\n\n<li>Open the request<\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Reject<\/strong> in the upper right corner<\/li>\n\n\n\n<li>Leave a note<\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Reject<\/strong> to complete the action<\/li>\n<\/ol>\n\n\n\n<p>As a result: <\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Approval request is deleted<\/li>\n\n\n\n<li>Pending label is removed <\/li>\n\n\n\n<li>User receives an email with a note elaborating on the reason for rejection<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"801\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/07\/timesheet_rejected-1024x801.png\" alt=\"\" class=\"wp-image-19422\" style=\"width:455px;height:auto\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/07\/timesheet_rejected-1024x801.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/07\/timesheet_rejected-300x235.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/07\/timesheet_rejected-768x601.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/07\/timesheet_rejected-15x12.png 15w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/07\/timesheet_rejected.png 1074w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>If a member submitted a timesheet with entries that are wrongly submitted, you can:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Reject the entire timesheet then edit and resubmit the entry (as Owner\/Admin, or their Team manager)<\/li>\n\n\n\n<li class=\"translation-block\">Go to the <a href=\"https:\/\/clockify.me\/help\/reports\/detailed-report\">Detailed report<\/a> and manually correct the mistake (only as Owner\/Admin, or their Team manager)<\/li>\n<\/ul>\n\n\n\n<div class=\"wp-block-custom-highlight-box custom-box color-indigo\"><div class=\"box-header\"><svg width=\"20\" height=\"20\" viewBox=\"0 0 24 24\" fill=\"none\"><mask id=\"mask-indigo\" style=\"mask-type:alpha\" maskUnits=\"userSpaceOnUse\" x=\"0\" y=\"0\" width=\"24\" height=\"24\"><rect width=\"24\" height=\"24\" fill=\"#D9D9D9\"><\/rect><\/mask><g mask=\"url(#mask-indigo)\"><path d=\"M12 17C12.2833 17 12.5208 16.9042 12.7125 16.7125C12.9042 16.5208 13 16.2833 13 16C13 15.7167 12.9042 15.4792 12.7125 15.2875C12.5208 15.0958 12.2833 15 12 15C11.7167 15 11.4792 15.0958 11.2875 15.2875C11.0958 15.4792 11 15.7167 11 16C11 16.2833 11.0958 16.5208 11.2875 16.7125C11.4792 16.9042 11.7167 17 12 17ZM11 13H13V7H11V13ZM12 22C10.6167 22 9.31667 21.7375 8.1 21.2125C6.88333 20.6875 5.825 19.975 4.925 19.075C4.025 18.175 3.3125 17.1167 2.7875 15.9C2.2625 14.6833 2 13.3833 2 12C2 10.6167 2.2625 9.31667 2.7875 8.1C3.3125 6.88333 4.025 5.825 4.925 4.925C5.825 4.025 6.88333 3.3125 8.1 2.7875C9.31667 2.2625 10.6167 2 12 2C13.3833 2 14.6833 2.2625 15.9 2.7875C17.1167 3.3125 18.175 4.025 19.075 4.925C19.975 5.825 20.6875 6.88333 21.2125 8.1C21.7375 9.31667 22 10.6167 22 12C22 13.3833 21.7375 14.6833 21.2125 15.9C20.6875 17.1167 19.975 18.175 19.075 19.075C18.175 19.975 17.1167 20.6875 15.9 21.2125C14.6833 21.7375 13.3833 22 12 22ZM12 20C14.2333 20 16.125 19.225 17.675 17.675C19.225 16.125 20 14.2333 20 12C20 9.76667 19.225 7.875 17.675 6.325C16.125 4.775 14.2333 4 12 4C9.76667 4 7.875 4.775 6.325 6.325C4.775 7.875 4 9.76667 4 12C4 14.2333 4.775 16.125 6.325 17.675C7.875 19.225 9.76667 20 12 20Z\" fill=\"#3F51B5\"><\/path><\/g><\/svg><span class=\"box-label\">Info<\/span><\/div><div class=\"box-content\">\n<p>Approved time entries are permanently locked and admins can\u2019t make any edits after approval.<\/p>\n<\/div><\/div>\n\n\n\n<p class=\"translation-block\">If you invoice time after approval and want to mark what\u2019s been invoiced, you can import approved time entries into an <a href=\"https:\/\/clockify.me\/help\/projects\/invoicing\">invoice<\/a> and approved time entries will automatically get an invoiced tag so you can see what\u2019s been invoiced and filter reports by status.<\/p>\n\n\n\n<div class=\"wp-block-custom-highlight-box custom-box color-green\"><div class=\"box-header\"><svg width=\"20\" height=\"20\" viewBox=\"0 0 24 24\" fill=\"none\"><mask id=\"mask-green\" style=\"mask-type:alpha\" maskUnits=\"userSpaceOnUse\" x=\"0\" y=\"0\" width=\"24\" height=\"24\"><rect width=\"24\" height=\"24\" fill=\"#D9D9D9\"><\/rect><\/mask><g mask=\"url(#mask-green)\"><path d=\"M5 21.0001C4.45 21.0001 3.97917 20.8043 3.5875 20.4126C3.19583 20.0209 3 19.5501 3 19.0001V5.0001C3 4.4501 3.19583 3.97926 3.5875 3.5876C3.97917 3.19593 4.45 3.0001 5 3.0001H13.925L11.925 5.0001H5V19.0001H19V12.0501L21 10.0501V19.0001C21 19.5501 20.8042 20.0209 20.4125 20.4126C20.0208 20.8043 19.55 21.0001 19 21.0001H5ZM9 15.0001V10.7501L18.175 1.5751C18.375 1.3751 18.6 1.2251 18.85 1.1251C19.1 1.0251 19.35 0.975098 19.6 0.975098C19.8667 0.975098 20.1208 1.0251 20.3625 1.1251C20.6042 1.2251 20.825 1.3751 21.025 1.5751L22.425 3.0001C22.6083 3.2001 22.75 3.42093 22.85 3.6626C22.95 3.90426 23 4.1501 23 4.4001C23 4.6501 22.9542 4.89593 22.8625 5.1376C22.7708 5.37926 22.625 5.6001 22.425 5.8001L13.25 15.0001H9ZM11 13.0001H12.4L18.2 7.2001L17.5 6.5001L16.775 5.8001L11 11.5751V13.0001Z\" fill=\"#4CAF50\"><\/path><\/g><\/svg><span class=\"box-label\">Note<\/span><\/div><div class=\"box-content\">\n<p>If the start and end time include an overnight period, there will be a superscript number next to the end time, showing how many additional days the time entry covers.<\/p>\n<\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Bulk approve\/reject<\/h2>\n\n\n\n<p class=\"translation-block\">In Clockify, you can approve multiple pending timesheets and expenses from the <strong>Approval<\/strong> page.<\/p>\n\n\n\n<p>To perform bulk action:&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Go to the <strong>Approval<\/strong> page and choose the <strong>Pending <\/strong>tab<\/li>\n\n\n\n<li>Check the boxes next to the timesheet you want to process<br>You can choose multiple across different submission periods.&nbsp;<\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Approve<\/strong>\/<strong>Reject <\/strong>button that appears<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"310\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2025-11-06-at-14.03.13-1024x310.png\" alt=\"\" class=\"wp-image-26930\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2025-11-06-at-14.03.13-1024x310.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2025-11-06-at-14.03.13-300x91.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2025-11-06-at-14.03.13-768x232.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2025-11-06-at-14.03.13-1536x465.png 1536w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2025-11-06-at-14.03.13-2048x620.png 2048w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2025-11-06-at-14.03.13-18x5.png 18w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p class=\"translation-block\">Click <strong>Approve<\/strong> and then confirm the action in the pop-up.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"326\" height=\"165\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/image-2.png\" alt=\"\" class=\"wp-image-26928\" style=\"width:350px\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/image-2.png 326w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/image-2-300x152.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/image-2-18x9.png 18w\" sizes=\"auto, (max-width: 326px) 100vw, 326px\" \/><\/figure>\n\n\n\n<p>If you choose to reject, a pop-up will appear requiring you to add a rejection note before confirming.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Archive tab<\/h3>\n\n\n\n<p>You can review all your approval history to see if all the required changes have been made.&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Go to the <strong>Archive<\/strong> tab under the <strong>Approvals<\/strong> page&nbsp;<\/li>\n\n\n\n<li class=\"translation-block\">Use the filter option above to <strong>Show approved\/rejected\/withdrawn<\/strong><\/li>\n\n\n\n<li>The Archive will display all previously submitted timesheets with that status&nbsp;<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"800\" height=\"610\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2025-11-06-at-13.50.08.png\" alt=\"\" class=\"wp-image-26925\" style=\"width:300px\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2025-11-06-at-13.50.08.png 800w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2025-11-06-at-13.50.08-300x229.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2025-11-06-at-13.50.08-768x586.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2020\/04\/Screenshot-2025-11-06-at-13.50.08-16x12.png 16w\" sizes=\"auto, (max-width: 800px) 100vw, 800px\" \/><\/figure>\n\n\n\n<p class=\"translation-block\">When you click on the timesheet marked <strong>rejected<\/strong>, you will see the <strong>detailed view<\/strong> that includes:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>User name and submission period<\/li>\n\n\n\n<li>Date &amp; time of submission<\/li>\n\n\n\n<li>Timesheet details (time entries, expenses)<\/li>\n\n\n\n<li>Rejection comment explaining why timesheet wasn\u2019t approved (if rejected)<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Notifications<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>User\u2019s manager is notified if Timesheet is submitted&nbsp;<\/li>\n\n\n\n<li>User who submitted the timesheet is notified if Timesheet is approved&nbsp;<\/li>\n\n\n\n<li>User receives an email and note if Timesheet is rejected<\/li>\n\n\n\n<li>User and all the Admins receive an email if Approval is withdrawn&nbsp;<\/li>\n<\/ul>\n\n\n\n<div class=\"wp-block-custom-highlight-box custom-box color-green\"><div class=\"box-header\"><svg width=\"20\" height=\"20\" viewBox=\"0 0 24 24\" fill=\"none\"><mask id=\"mask-green\" style=\"mask-type:alpha\" maskUnits=\"userSpaceOnUse\" x=\"0\" y=\"0\" width=\"24\" height=\"24\"><rect width=\"24\" height=\"24\" fill=\"#D9D9D9\"><\/rect><\/mask><g mask=\"url(#mask-green)\"><path d=\"M5 21.0001C4.45 21.0001 3.97917 20.8043 3.5875 20.4126C3.19583 20.0209 3 19.5501 3 19.0001V5.0001C3 4.4501 3.19583 3.97926 3.5875 3.5876C3.97917 3.19593 4.45 3.0001 5 3.0001H13.925L11.925 5.0001H5V19.0001H19V12.0501L21 10.0501V19.0001C21 19.5501 20.8042 20.0209 20.4125 20.4126C20.0208 20.8043 19.55 21.0001 19 21.0001H5ZM9 15.0001V10.7501L18.175 1.5751C18.375 1.3751 18.6 1.2251 18.85 1.1251C19.1 1.0251 19.35 0.975098 19.6 0.975098C19.8667 0.975098 20.1208 1.0251 20.3625 1.1251C20.6042 1.2251 20.825 1.3751 21.025 1.5751L22.425 3.0001C22.6083 3.2001 22.75 3.42093 22.85 3.6626C22.95 3.90426 23 4.1501 23 4.4001C23 4.6501 22.9542 4.89593 22.8625 5.1376C22.7708 5.37926 22.625 5.6001 22.425 5.8001L13.25 15.0001H9ZM11 13.0001H12.4L18.2 7.2001L17.5 6.5001L16.775 5.8001L11 11.5751V13.0001Z\" fill=\"#4CAF50\"><\/path><\/g><\/svg><span class=\"box-label\">Note<\/span><\/div><div class=\"box-content\">\n<p>If you\u2019re Admin and want to receive an email notification when a user submits their timesheet, you need to have a <a href=\"https:\/\/clockify.me\/help\/administration\/user-roles-and-permissions\/manager-role\">Manager<\/a> role for users you manage. This means that, for certain users, you\u2019ll be:<br><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Admin and Team manager<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Admin and Project manager<\/li>\n\n\n\n<li>Team and Project manager <\/li>\n\n\n\n<li>Admin, Team and Project manager<\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<p class=\"note\">In these cases, user role permissions encompass all permissions defined within that specific role.<\/p>\n\n\n\n<p>You can send email reminders to both users to submit their unsubmitted timesheets, and managers to approve their team members\u2019 timesheets.<\/p>\n\n\n\n<div class=\"wp-block-group related-articles\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<h3 class=\"wp-block-heading\">Related articles<\/h3>\n\n\n\n<ul class=\"wp-block-list related-articles-list\">\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/submit-time-expenses-for-approval\">Submit time &amp; expenses for approval<\/a><\/li>\n\n\n\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/manage-members-time\">Manage member&#8217;s time<\/a><\/li>\n\n\n\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/add-time-for-others\">Add time for others<\/a><\/li>\n\n\n\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/calendar-view\">Calendar<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"This article describes the process by which Admins and Managers review and appro&#8230;","protected":false},"author":1,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_helpful_status":1,"_searchwp_excluded":"","footnotes":""},"categories":[53],"tags":[],"class_list":["post-4715","post","type-post","status-publish","format-standard","hentry","category-approvals"],"acf":[],"featured_image_src":null,"author_info":{"display_name":"helpadmin","author_link":"https:\/\/clockify.me\/help\/author\/helpadmin"},"_links":{"self":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/4715","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/comments?post=4715"}],"version-history":[{"count":206,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/4715\/revisions"}],"predecessor-version":[{"id":30252,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/4715\/revisions\/30252"}],"wp:attachment":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/media?parent=4715"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/categories?post=4715"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/tags?post=4715"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}