Timesheet statements

How a completed period is locked, sent for approval, and unlocked again — including multi-approver projects and admin overrides.

Overview

A statement is one period of an employee’s timesheet (a week, two weeks, or a month, depending on the employment term). When the period ends, the statement moves through a small lifecycle:

Status	Meaning
Pending	The period is still in progress. The employee keeps entering time as usual; nothing to submit yet.
Ready	The period is over and waiting to be submitted. The employee can still edit entries.
Overdue	Ready, and past the deadline. Same actions as Ready, but flagged in amber.
Awaiting approval	The employee has submitted. The period is locked from edits until an approver decides.
Approved	Every required approver has signed off. The period is closed and any balances settle.
Reopened	An approver sent the period back to the employee for correction. The employee can edit and resubmit.

The status drives what the employee sees on the timesheet (the period card above the grid), what shows up in the Approvals inbox, and which actions are available.

Submitting your timesheet

When the period ends, a period card appears above the timesheet grid:

The card shows the period dates, the status, and a Submit button when the period is ready.

To submit:

Open Timesheet and navigate to the period you want to submit.
Click Submit on the period card. The statement details sheet opens.
(Optional) add a note for your approver in the Note field.
Click Submit to confirm.

Once submitted, the period is locked: cells become read-only until the approver decides.

You can only submit one period at a time, and they must be submitted in order. If an earlier period is still Ready or Reopened, the current period’s submit button is disabled with the message Submit the earlier period (…) first.

Resubmitting after a reopen

If an approver reopened your period, the period card shows Reopened and the Submit button now reads Resubmit .

When you resubmit, a Note (required) field appears in the statement sheet — you must briefly explain what changed since the reopen before resubmitting. The approver sees this note alongside the original reopen reason.

The statement sheet

Clicking the period card opens Statement Details, the same sheet your approver sees in the inbox. It centralises everything about the period:

Statement details sheet for a submitted timesheet

The sheet shows:

Period summary — worked hours, expected hours, working days, and the flex block (generated this period, settlement, balance before / after).
Allowances (when applicable) — totals for any allowance accounts that settle on this period.
Account movements — opening, accruals, consumption, and closing for each balance the statement touches.
Project approvals — one row per project that requires manager approval (see Multi-approver statements below). Only visible when the statement carries projects with Require manager approval turned on.
History — submit, approve, and reopen events with the actor’s name and reason. The most recent event is promoted to the top so the latest note is read first.
Submit / Approve / Reopen buttons at the bottom, depending on the status and your role.

Manager approval

Whether a manager has to approve at all depends on the employment term:

No approval — submitted statements auto-approve immediately. The period is closed and balances settle without any manager step.
Employee only — same as above; the employee’s submission is the final step.
Manager required — submitted statements wait for the employee’s line manager. They appear in the manager’s Approvals inbox.

Even on terms without manager approval, a statement may still need approvals when the employee booked time on a project that requires approval. See Multi-approver statements.

The line manager approves from the inbox — see Approvals for the inbox workflow. They can also open the statement sheet directly to see the same full detail the employee sees.

Multi-approver statements

When an employee books time on a project whose settings have Require manager approval turned on, that project’s manager must also approve the statement.

The result is a multi-approver statement: the line manager and every distinct project manager whose project carries minutes in the period must each approve before the statement closes.

Project approvals panel

The statement sheet shows a Project approvals panel listing, per project:

The project name (with a check mark once that project’s approver has signed off).
The approver’s name.
The total minutes booked on that project for the period.

The list is frozen at submit time — adding or removing a project manager later does not change who needs to approve the open statement.

Intermediate approvals

Each project manager only approves their own projects. The statement stays in Awaiting approval until every required approver has signed off; only the final approval transitions it to Approved. The employee is only notified once, at the final approval.

If a project manager is inactive at submit time, the system automatically escalates to their own manager. If no active approver can be found at all, the project is dropped from the approval set so the statement isn’t blocked indefinitely.

Approving on behalf of a project manager

Workspace admins and line managers can finalise a statement even when they are not themselves a named approver. The approve button in the statement sheet then reads Approve on Behalf .

When the statement has multiple pending approvers, an Approve on behalf of section appears above the button:

Every still-pending approver is listed with their role (line manager or project manager). All are checked by default — one click on Approve on Behalf finalises the statement.
Untick names to approve on behalf of only a subset. The remaining approvers stay pending and must act themselves.

When only one approver is pending, the section is omitted — clicking Approve on Behalf approves on behalf of that single approver.

The action is recorded in the history as Approved by (on behalf) so the audit trail stays clear.

Reopening a statement

If something is wrong with a submitted period, an approver can reopen it instead of approving. Reopening unlocks the period for the employee so they can correct entries and resubmit.

Reopen a submitted statement

Any pending approver can reopen. From the statement sheet, click Reopen . A dialog appears asking for a reason:

A Reason is mandatory. It is delivered to the employee with the reopen notification and shown at the top of the statement’s history.
The statement reverts to Ready (or Overdue if the deadline has passed). The pending approver set is cleared — when the employee resubmits, the approver set is freshly resolved.

Reopen an approved statement

A workspace admin can also reopen a statement that has already been approved — for example, to correct a bookkeeping error after the fact. The flow is identical (mandatory reason), and any balance movements that settled at approval are rolled back.

Periods must be reopened in reverse order. If a later period is already submitted or approved, you have to reopen it first before you can reopen the earlier one. The reopen button explains this in a tooltip.

Admin: submit on behalf of an employee

Workspace administrators with the appropriate scope can submit a period on behalf of an employee — useful when the employee is on extended leave, has left the company, or simply forgot.

How it works:

From Timesheet, switch to the employee’s timesheet using the employee picker at the top of the page.
Open the period card. The statement sheet opens in on-behalf mode.
The submit note now reads Reason (required) — you must explain why you’re submitting on the employee’s behalf.
Click Submit on behalf .

The employee receives a notification — submitted your timesheet for — including the reason you provided. The history shows the event as Submitted by (on behalf).

Admins can also submit a still-pending period (one where the period isn’t over yet) under the same flow. The reason is still mandatory.

Notifications

The notifications timesheet approvals generate:

Event	Recipient	When
Submitted	Each pending approver	When the employee submits (one notification per approver).
Submitted on behalf	Employee	When an admin submits a period on the employee’s behalf.
Approved	Employee	Only on the final approval — intermediate project-manager approvals are silent.
Reopened	Employee	When an approver sends the period back. The reason is included.
Ready	Employee	When the period enters Ready (last working day).
Overdue	Employee	When the period passes the submission deadline without being submitted.

Notifications are deduplicated per (event, statement, recipient): repeated activity on the same statement does not flood the inbox.

Configuration

Approval behaviour is configured in two places:

Employment terms — controls whether manager approval is required at all, and the period length (weekly / bi-weekly / monthly). See Employment terms.
Projects — controls per-project sign-off via the Require manager approval switch. See Projects.

Timesheet Approvals