How to review and approve timesheets

Timesheets are what turn a completed shift into an invoice, so the hours recorded here need to be right. This screen brings every timesheet awaiting your attention into one list, showing what the shift was booked as, when the worker actually clocked in and out, and what will be billed.

Finding your timesheets

Select Tasks in the left-hand menu.
Choose Timesheet Approval.

Two views sit at the top right of the screen:

Care Hires Timesheets — shifts booked through Care Hires providers
Direct Client Timesheets — shifts for your own direct clients

Select whichever you need. The filters change to match: the Care Hires view filters by provider, and the direct client view filters by client.

Choosing which timesheets to work on

The status dropdown is the most useful control on this screen. It splits your timesheets into three views, each needing something different from you:

Pending submission — the hours have not been submitted yet. Your job here is to chase them
Pending approval — the hours are in and waiting on your decision. Your job is to check them and approve
Disputed — someone has queried the hours. Your job is to resolve the disagreement

Work through them in that order. Chase what is missing first, because those shifts have the furthest to travel before your cut-off; then approve what has arrived; then deal with anything disputed.

Switch view by selecting the dropdown and choosing the status you want. The list refreshes to show only timesheets at that stage, and the count at the bottom of the screen tells you how many there are.

To narrow a view down further, use Search by Job ID / Worker Name, the provider or client dropdown, or Select Site.

Tip: Work one status at a time rather than scrolling a mixed list of sixty or seventy shifts. Each view needs a different frame of mind, and switching between them constantly is how things get missed.

Reading a timesheet row

Each row covers one shift and is split into four parts, which makes it easy to spot where the hours differ:

Employee | Job ID | PO Number — the worker and the job reference
Provider | Site or Client | Site — where the shift took place
Shift Time — the start, end and duration the shift was booked for
Attendance Time — when the worker actually clocked in and out
Timesheet — the times that will be billed, along with the Billing Duration

The Attendance Time column also tells you when something is missing. If it reads that the worker has not clocked in using the worker mobile app, you will see the option to Request for timesheet proof and submit — use this to prompt the worker for their hours.

Where a worker has submitted their hours from the mobile app, a small green mobile icon appears beside the timesheet. Hover over it to confirm the submission and to see the times recorded for each block of the shift.

The Actions column shows where each timesheet has reached, matching the view you are in — for example Pending Submission.

Amending a timesheet

If the hours recorded do not match what was worked, select the pencil icon in the Timesheet column to open the timesheet.

The panel shows two sets of figures side by side:

Job Times Breakdown — the estimated times the shift was booked for
Timesheet Breakdown — the actual times worked, which you can edit

Each block of the shift appears as its own row, with a Deviation from original job column telling you how far the actual times differ from the booking. Underneath, the Total Billable Duration confirms what will be billed.

To amend a timesheet:

Check the Timesheet Start Date is correct.
Amend the Start and End times for each block as needed. The duration and deviation update as you type.
Add any Expenses using + Add Expense, entering the amount and confirming whether VAT applies.
Record any breaks under Paid/Unpaid break records, entering the durations and a note for each where it would help.
Enter your Reason to amend timesheet. Be specific — this is the record of why the billed hours differ from the booking.
Select UPDATE to save.

Where a proof document has been supplied, use Download Timesheet to view it, or Remove Timesheet to take it off the record.

Please note: Jobs show the estimated duration and timesheets show the actual duration, so a difference between the two columns is normal. What matters is that the timesheet reflects the hours genuinely worked.

Good habits worth adopting

Check attendance against the booking. A large deviation usually means either a late finish that needs billing or a clocking error that needs correcting.
Chase missing submissions early in the week. Waiting until the cut-off leaves no time to resolve a query.
Clear all three views before your cut-off. A timesheet sitting in Disputed is just as unbilled as one that was never submitted.
Write reasons a colleague would understand. "Client asked worker to stay until 22:00" is far more useful than "amended".

If something looks wrong

If a worker's shift is missing from the list entirely, check the job itself has been completed — timesheets appear once the shift has finished.

If a timesheet will not save, shows the wrong shift times, or remains stuck at the same status after being submitted, please contact our Support Team with the job reference and we will look into it.