Why Approval Workflows Matter

Without a formal approval step, timesheets often go straight to payroll without manager review. This means errors, inflated hours, and missing punches all get processed without correction. An approval workflow creates a checkpoint — and an audit trail that proves the review happened.

The Basic Workflow

  1. Employee submits. At the end of the pay period, the employee reviews their own hours and submits the timesheet for approval.
  2. Manager reviews. The manager checks for missing punches, unusual overtime, or inconsistencies. They can request corrections before approving.
  3. Approval locks the record. Once approved, the timesheet is locked. No retroactive changes can be made without a documented correction request.
  4. Export to payroll. Approved timesheets export directly to the payroll system. Only approved records are included.

Common Mistakes

  • Approving without reviewing. If managers rubber-stamp every submission, the workflow adds process without value. Set a culture of actual review.
  • No deadline for submission. Without a cutoff date, payroll gets delayed. Set a firm submission deadline — 2 business days before payroll processing works for most teams.
  • Manual correction process. If corrections require an email chain, they get lost. Use in-system correction requests with a paper trail.

How TimeClock 365 Handles This

TimeClock 365 includes a built-in approval workflow. Employees submit from the mobile app or web portal. Managers get a notification and can approve or request corrections in one click. All actions are timestamped. Locked records cannot be edited without creating a visible correction event.

Payroll export filters automatically to approved timesheets only — no manual filtering required.

See how automated timesheet management works →