Timesheet invoices

How staff submit and manage timesheet invoices for payment processing.

Timesheet invoices let staff members submit their logged hours for review and payment. Once submitted, admins can approve, reject, or void invoices — and automated workflows keep both parties informed throughout the process.

How timesheet invoices work

1. A staff member reviews their timesheet entries for accuracy.
2. They submit a timesheet invoice covering a specific period.
3. An admin reviews the invoice and approves or rejects it.
4. Once approved, the invoice can be marked as paid.

Submitting an invoice

Staff members submit timesheet invoices from their account. The invoice is based on their logged timesheet entries — either auto-generated from scheduled bookings or manually entered.

Review your timesheet entries before submitting an invoice. Once submitted, entries included in the invoice cannot be edited until the invoice is resolved.

Reviewing invoices

Admins with the Manage Staff permission can review submitted invoices:

1. Open the invoice

   Navigate to the staff section and find the submitted invoice.

2. Review the details

   Check the hours, pay rates, and total amount. Compare against scheduled bookings if needed.

3. Approve, reject, or void

   • Approve — confirms the invoice for payment
   • Reject — sends it back to the staff member with optional feedback
   • Void — cancels the invoice entirely

Invoice lifecycle

Status	Description
Submitted	The staff member has submitted the invoice for review
Approved	An admin has confirmed the invoice is correct
Rejected	The invoice has been sent back for corrections
Paid	The invoice has been marked as paid
Voided	The invoice has been cancelled

Automated notifications

Use automated workflows to send notifications at each stage:

Trigger	When it fires
Timesheet invoice submitted	A staff member submits an invoice
Timesheet invoice approved	An admin approves an invoice
Timesheet invoice rejected	An admin rejects an invoice
Timesheet invoice paid	An invoice is marked as paid
Timesheet invoice voided	An invoice is voided

Set up workflow notifications for invoice submissions so admins are alerted promptly and can approve invoices before payroll deadlines.

Related guides

Auto daily timesheets

Automatically generate timesheet entries from bookings.

Staff management

Manage staff profiles, pay rates, and permissions.