PSA Tutorial 7 of 8

Run a weekly timesheet approval workflow

Have your team submit time for the whole week at once, and approve or reject entries with a reason - before anything reaches a client invoice.

Uses: Weekly Timesheets, Time TrackingOutcome: first team-wide timesheet cycle approved
1

Confirm timesheet settings

Why it matters: weekly timesheets are a per-user, per-week structure - confirming this is the right fit for your team avoids mixing it inconsistently with per-entry timelogs.
  1. Decide whether your team logs time per entry (as work happens) or submits a weekly timesheet in one batch - both are supported, but a consistent choice per team keeps approval simple.
  2. Confirm project-level manual_timelog settings align with how your team will actually enter time.
What you'll see: a consistent, predictable time-entry method across the team.
2

Team submits weekly timesheets

Why it matters: a single weekly submission is far less friction for the team than approving dozens of individual timelog entries.
  1. Each team member goes to Weekly Timesheets and enters hours per project/task for each day of the week.
  2. Once complete, they click Submit for Approval.
What you'll see: the submitted timesheet appears in the approving manager's queue, showing the full week at a glance.
3

Review and approve or reject

Why it matters: this is the checkpoint that catches errors, missing entries, or non-billable time before it reaches a client invoice.
  1. Open the pending timesheet from your approval queue.
  2. Review entries against the project and task they're logged to.
  3. Click Approve, or Reject with a required reason if something needs correcting.
A rejected timesheet routes back to the team member with your reason attached, so they know exactly what to fix before resubmitting.
What you'll see: the timesheet status updates to approved or rejected, visible to both the submitter and the manager.
4

Approved time flows to billing

Why it matters: this is the payoff of the whole workflow - approved time is what should ever reach a client invoice.
  1. Approved timesheet entries are marked ready for billing.
  2. From the relevant project's Invoices tab, generate an invoice from the approved, billable time - see the Track Time to Invoice tutorial for the full flow.
What you'll see: only approved hours appear as available to invoice - anything still pending or rejected is excluded automatically.

Tutorial complete

You've run a full weekly approval cycle. Next, set up how ongoing retainer clients get billed automatically.

Next: Setting Up Retainer Billing for Ongoing Clients

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Time Tracking

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Convert approved team time into invoice-ready billing lines.

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Automate recurring invoice cycles for long-term clients.

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Balance project allocation before team capacity is exceeded.

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