Timesheets

This guide covers: enter hours as an employee, submit for approval, approve or reject as a manager, edit after approval, and cross-portal views.

Enter hours (employee)

What it does: Lets an employee log regular, overtime, PTO, holiday, and sick hours for the current pay period.

Where: Employee portal → Timesheets (/employee-portal/timesheets).

Steps:

1. Sign in to the employee portal and open Timesheets.
2. Use the Time Clock card to Clock In or Clock Out if your employer uses the punch clock. The card shows the running elapsed time and the location captured at clock-in.
3. Scroll to the Current Pay Period section. The grid lists one row per day: Day · Regular · OT · PTO · Holiday · Sick · Total.
4. Click Edit Timesheet if the timesheet is in draft or rejected status.
5. Enter hours per day, in 0.25-hour increments, up to 24 per cell.

Who: Employee, signed in to the employee portal.

Notes: When you clock in, the browser prompts for location permission. Location is recorded for both clock-in and clock-out and shown on the punch.

Submit

What it does: Sends the draft timesheet to a manager for review.

Where: Employee portal → Timesheets (/employee-portal/timesheets).

Steps:

1. Make sure the Current Pay Period total is greater than zero.
2. Click Submit for Approval at the bottom of the table.
3. The status badge flips from draft to submitted and a manager is notified.

Who: Employee.

Notes: If the timesheet status is rejected, the same Submit for Approval button reappears after you correct the entries.

Approve or reject (manager)

What it does: Approves or rejects an employee's submitted timesheet so it can flow into the next payroll run.

Where: Accountant dashboard → Timesheets (/clients/[clientId]/timesheets) or Client portal → Timesheets (/client-portal/timesheets).

Steps:

1. Pick the pay period using the left/right arrows; the badge shows (Current) when you are on the active period.
2. Filter with the Status dropdown: All Statuses · Submitted · Approved · Rejected.
3. Scan the table: Employee · Regular · Overtime · PTO · Total · Status · Actions.
4. Click the green CheckCircle icon to approve a single row, or the red XCircle to open the Reject Timesheet modal.
5. To reject, enter a reason of at least 5 characters (e.g., "Hours do not match time clock records") and click Reject Timesheet. The employee is notified.
6. To approve in bulk, check several rows and click Approve Selected in the blue bar above the table.

Who: Accountant (dashboard) or client owner / manager (client portal).

Notes: A yellow Missing Timesheets banner lists employees who have not submitted for the period. An orange Pending Change Requests banner links to amendments waiting on review.

Edit after approval

What it does: Lets an employee request a correction to an approved or processed timesheet without overwriting the record.

Where: Employee portal → Timesheets → click the period (/employee-portal/timesheets/[timesheetId]).

Steps:

1. Open the timesheet detail page from the Timesheet History list.
2. The blue Edit Approval Required banner explains the rule: all changes go through review.
3. Edit hours per day in the entries grid.
4. Click Submit Change Request, type a reason in the prompt, and confirm.
5. The yellow Change Request Pending banner appears. The employee can click Cancel Request to withdraw it before review.

Who: Employee.

Notes: While a change request is pending, the cells are read-only. Manager-side review happens on the same Timesheets page under the Pending Change Requests banner.

Cross-portal views

What it does: Lets accountants, clients, and employees see the same record from their own portal.

Where:

• Accountant: /clients/[clientId]/timesheets — multi-employee table with bulk approve and pay-period navigation.
• Client owner: /client-portal/timesheets — same table scoped to that one company; Timesheets and Change Requests tabs.
• Employee: /employee-portal/timesheets — own timesheet plus history by year.

Steps:

1. Pick the portal that matches your role.
2. Use the pay period arrows to move back or forward; click Today to return to the current period.
3. The summary cards count Total · Pending · Approved · Rejected · Total Hours for that period.

Who: Each role uses its own portal.

Notes: The dashboard view also shows a Pay Period banner with the frequency badge (Weekly / Biweekly / Semimonthly / Monthly) drawn from the client's pay schedule.

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Related: Request and approve time off · Time-off policies.