Approve timesheets
The Timesheets layer supports two review boundaries: an organization can approve its own members’ weeks, and a linked client can review the approved time relevant to that client. Internal submissions remain weekly; client requests can combine people and submissions into longer periods.
Internal approval
Organization owners and administrators configure internal approval at /admin/timesheets/internal-approvals. Enable the workflow, mark which members require review, and assign their approvers.
Assigned approvers open /timesheets/internal-approvals. Each item shows the person, week, total time, billable value, daily totals, entries, rates, notes, and any client-review status.
For a submitted week:
- Approve completes internal review.
- Reject requires a reason and returns the week to the member as Needs changes.
- Reopen unlocks a previously approved week for correction.
When internal approval is disabled, submitted weeks are approved automatically. When it is enabled for a member, at least one assigned approver should be available to avoid a stranded queue.
Client access modes
On the supplier workspace’s client record, choose one of:
| Mode | Client capability |
|---|---|
| Disabled | No client timesheet access |
| View | Authorized client members can inspect supplier timesheets and billing state |
| Review | Assigned reviewers can approve or dispute submitted client time |
Organization owners and administrators on the client side assign reviewers at /timesheets/approvals/reviewers. Assignment is per supplier workspace and updates immediately.
Client review periods
On the provider's client record, enable Review access and choose Weekly, Every two calendar weeks, or Monthly. Changes take effect on the first of the next month. The form shows scheduled changes and their effective date.
Weekly and two-weekly periods follow the workspace calendar weeks and stop at each month boundary. Two-weekly periods pair consecutive week segments starting with the segment containing the first of the month, so the first and last periods may be shorter. Monthly review covers the full calendar month.
Owners and administrators open /timesheets/client-approvals to prepare requests. Select a month to see each client's periods, available hours, and recorded time still requiring submission or internal approval. Requests can be sent only after the period ends, after all recorded time for that client and period is approved internally, and when an eligible client reviewer is assigned. Members exempt from internal review still use the existing automatic internal approval.
A request combines everyone’s eligible time for one client and period. The system records exactly which entries and values were sent. Newly entered time is not silently added to a sent request.
Client decisions
An assigned reviewer or authorized client administrator opens /timesheets/approvals. Each request shows its supplier, period, hours, revision, time details grouped by person, project, and week, and event history.
- Approve request accepts the entire request.
- Dispute request requires a comment and disputes the entire request.
One authorized reviewer's decision completes the review. Partial approval is not supported. Concurrent decisions report a conflict and refresh the list.
Corrections and late time
Withdraw a sent, disputed, or approved request before correcting its included time. The original request and its values remain in history. After withdrawal, a provider administrator can reopen the affected weekly submissions from the request card, including when internal approval is disabled. Any other active requests covering those submissions must also be withdrawn; the interface identifies them.
Members correct and resubmit time through the usual weekly flow. Internal approval runs again where required, after which the provider sends a replacement request. Client approval is required again before invoicing. Entries linked to active invoices cannot be reopened, and requests containing them cannot be withdrawn.
Time entered after an earlier request was sent or approved uses a supplementary request for the same original period. Existing approval remains valid; the additional time requires its own approval.
Historical reviews and rollout
The migration stores a cutover date at the first day of the next calendar month, calculated in Europe/Amsterdam. Existing clients default to weekly review. Work dates before that cutover retain submission-based client review and existing invoice eligibility. Work dates on or after it use period requests. A submission crossing the boundary can contribute to both workflows without reviewing the same entries twice.
Both approval pages retain a separate historical submission review section. Interval history remains available for supplementary requests against older months.
Client users with view access continue to use /timesheets/suppliers to inspect supplier time and invoice inclusion.
Email notifications
With the portal email provider configured, assigned internal approvers receive an email when a member submits or resubmits time for review. The member receives the internal approval, rejection, or reopening outcome. Rejections include the review comment.
For historical submission reviews, assigned client reviewers receive a request after internal approval. For period reviews, reviewers receive one notification when the provider sends or resends the combined request. Approval and dispute outcomes notify the provider administrators and affected members; withdrawal also notifies reviewers. This also applies when time is approved automatically, including when an administrator disables internal approval for existing submissions. Client approval and dispute outcomes are emailed to the submitting member with the client name and review comment.
The eleven Timesheets email templates are available in the portal email settings with English and Dutch defaults. Messages use the configured default email language and link to the relevant timesheet page. Reviewer notifications go only to assigned reviewers who still belong to the relevant organization.
Email delivery happens after the timesheet change is saved. Delivery failures are logged and do not reverse the approval; failed notifications are not automatically retried.