How to Create and Approve Timesheets

Learn how to create timesheets, punch in employees, log task hours, and approve timesheets for accurate project and payroll tracking.

July 8, 2026 By Ludi Cortinas

Made with Glitter AI

This guide walks you through the process of creating, managing, and approving timesheets. Completing these steps ensures that employee hours and tasks are logged accurately for payroll and project tracking.

This workflow is primarily for foremen, supervisors, or payroll administrators. It should be used daily or weekly to punch crews in and out, allocate time to specific job sites, and finalize timesheet approvals.

Creating a New Timesheet

Step #1: Click Timesheet List in the left-hand navigation sidebar. — Click **Timesheet List** in the left-hand navigation sidebar.

Step #2: Click Create Timesheet in the top right corner. — Click **Create Timesheet** in the top right corner.

Step #3: Confirm the date in the New Timesheet modal and click OK. — Confirm the date in the New Timesheet modal and click OK.

Punching In Employees

Step #4: On the Timesheet Details page, click Punch In. — On the Timesheet Details page, click **Punch In**.

Step #6: Select the checkbox next to the employee you want to add to the timesheet. — Select the checkbox next to the employee you want to add to the timesheet.

Step #7: Click Next to proceed to job selection. — Click **Next** to proceed to job selection.

Logging Time and Tasks

Step #8: Select the appropriate job site from the available list. — Select the appropriate job site from the available list.

Step #10: Select the specific task being performed from the dropdown menu. — Select the specific task being performed from the dropdown menu.

Ensure your start and end times are valid for the selected date. Entering a pending end time for a task started on a previous date will trigger a validation error.

Step #14: Review the Log Services step and click Continue. — Review the Log Services step and click **Continue**.

Step #15: On the Punch-in Summary modal, click Finish to save the entry. — On the Punch-in Summary modal, click **Finish** to save the entry.

Reviewing and Approving Timesheets

Depending on the stage of the workflow, a timesheet can hold one of several statuses. Familiarize yourself with these states before finalizing approvals:

Status	Description
In Progress	The timesheet is actively being logged and hasn't been finalized by the crew.
Submitted	The crew has completed the timesheet and sent it up for review.
Approved	A supervisor or administrator has reviewed and finalized the time entries.

Step #16: Navigate to the Timesheets module and click Approve. — Navigate to the Timesheets module and click **Approve**.

Step #17: Filter the list by selecting All Unapproved or specifying a date range. — Filter the list by selecting **All Unapproved** or specifying a date range.

Step #18: Review the crew list and logged time entries for accuracy. — Review the crew list and logged time entries for accuracy.

Step #19: Change the timesheet status by choosing Approved from the dropdown menu. — Change the timesheet status by choosing **Approved** from the dropdown menu.

Step #20: Click Update Timesheets to apply your changes. — Click **Update Timesheets** to apply your changes.

If you need to make corrections after approving, you can click Edit Timesheet to revert the status back to In Progress.

Q: Why am I getting a validation error when setting the end time?

A: This typically happens if you attempt to enter a pending end time for a task that was started on a previous day. Ensure your start and end times reflect the correct shift date to avoid this block.

Q: Can I edit a timesheet after it has been approved?

A: Yes. You can click the "Edit Timesheet" button to revert an approved timesheet back to "In Progress" status, which allows you to make necessary adjustments to the time or tasks.

Term	Definition
Punch In	The action of recording the start time for an employee's daily shift.
Log Services	A step in the timesheet workflow where specific equipment usage or service details are recorded alongside operational hours.
Timesheet Module	The central dashboard where daily or weekly time entries are created, managed, and submitted.