From timesheet to invoice: a clean approval workflow

Late invoices and disputed invoices usually have the same root cause: the hours behind them were never settled. A clear approval step in the middle makes both billing and payroll easier to trust.

Step 1: Record attendance consistently

Pick the ways you will accept clock-ins, such as manual entry or supported devices, and make them consistent across clients where you can. Mixed methods are fine; unrecorded shifts are not.

Step 2: Review exceptions, then approve

Look first at the unusual entries: missing punches, very long or very short shifts, late arrivals and absences. Correct them, then approve the rest. Approval is the moment the hours become billable.

Step 3: Invoice from approved hours only

Generate invoices from approved hours using each client's agreed rates, including any overtime or holiday rules. If your invoice is built from the same numbers as your timesheet, a client question can be answered by pointing at the record.

Step 4: Track what comes in

Record payments against invoices as they arrive, and review outstanding balances and aging regularly. The earlier you notice an overdue invoice, the easier it is to resolve.

A weekly rhythm that works

Many agencies settle into a simple cadence:

• Daily: review exceptions as they occur
• End of week: approve hours
• Start of next week: invoice clients and export payroll
• Monthly: review outstanding balances and aging

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