The Approval Workflow

Accurate billing requires rigorous oversight. Before any time entries, expenses, or materials can be invoiced, they must pass through Time Assign's structured approval workflow. This process ensures that managers have final authorization over all billable data.

Reviewing Submission Periods

Administrators and Project Managers are responsible for reviewing data submitted by their teams. Time Assign organizes pending items into clear Submission Periods (e.g., weekly or bi-weekly).

1. Navigate to the Approvals dashboard.
2. Select the current Review Period to view all pending time entries, field expenses, and material logs submitted by your team.
3. The dashboard provides a high-level summary, highlighting potential discrepancies—such as excessive hours logged to a single task or unusually high expenses.

Scrutinizing and Correcting Entries

Managers have the ability to dive deep into individual entries to ensure precision.

• Scrutinize Data: Click on any specific time entry or expense to view the complete context, including the employee's notes, associated line items, and attached receipts.
• Request Corrections: If a manager finds an error (e.g., time logged to the wrong project phase or a missing receipt image), they can Reject the entry. The system will prompt the manager to provide an explanatory note, and the employee will be notified to make the necessary corrections and resubmit.
• Modify Directly: For minor typos, managers with appropriate permissions can directly edit the time entry or expense amount to save time.

Locking Data for Billing

Once all entries for a specific period have been reviewed and verified, the manager authorizes the data.

• Select the verified entries and click Approve & Lock.
• What Locking Does: Locking a record permanently prevents the original employee from making further edits to that specific time entry or expense.
• Ready for Invoicing: Locked data is marked as "Approved" within the system’s backend and instantly becomes available for aggregation in the final invoicing process.

This strict approval structure guarantees that no unverified or contested hours ever make their way onto a final client bill.