Approvals

The Approvals page is a dedicated workspace accessible only to Admins and Managers. It provides a comprehensive overview of all employee time entries and expenses for a given period, allowing leadership to review, verify, and process work before it is billed.

Approvals Overview

At the top of the Approvals page, you may see an Unsubmitted Time Warning. This alert automatically flags any past time periods where employees have unsubmitted time, ensuring that no billable hours or expenses slip through the cracks.

Below the warning, the primary dashboard displays every user's time entries for the selected time period.

Filtering and Reviewing Time and Expenses

By default, the list displays unapproved entries requiring your attention. You can easily change the filter from Unapproved to Approved or All entries, giving you the ability to view, reference, or audit entries that have been approved in the past.

To make reviewing large amounts of data easier, time entries are initially broken down and grouped by Project. You can further expand these project groupings to drill down into the specific, individual entries submitted by each user.

When reviewing an entry, you will see key details including:

• User Role: The position or title of the employee who completed the task.
• Billable Status: Clear indicators of whether a specific task was marked as billable or non-billable.

Verifying Expenses and Mileage

You can also review expenses directly from this view. Clicking on an individual expense entry will reveal its details:

• Transactions: Clicking an out-of-pocket transaction will display the uploaded receipt for quick verification.
• Mileage/Drives: For mileage entries where a receipt is not applicable, clicking the entry will display the user's description of the trip and the total distance driven.

The Approval Workflow

Once you have reviewed a user's time entries and expenses, you must take action by either approving or rejecting them.

• Approve: Approving an entry verifies that the information is correct. The entry will automatically be moved to a Ready to be Billed state, locking it in for accurate invoicing.
• Reject: If an entry has missing details, incorrect hours, or policy violations, you can reject it. This sends the entry back to a Draft state, notifying the user so they can modify and fix the details before resubmitting.

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Reimbursements Tab

Alongside the main approvals view, there is a dedicated Reimbursements tab. This section is specifically designed to manage and track out-of-pocket purchases that require the company to pay an employee back.

Here, Admins and Managers can:

• View Outstanding Paybacks: See a comprehensive list of all approved expenses that require reimbursement.
• Track Status: Toggle and track the status of each expense to indicate whether you Have or Have Not reimbursed the employee yet, ensuring everyone is paid back accurately and on time.