Question

Can project managers review worker timesheets?

Forum|Forum|1 year ago
April 27, 2025
1 reply
0 views

I want to create a workflow wherein project managers review reports of workers’ time posted to their jobs and have the ability to approve or reject it. Can this be done?

J

Jessavell_A

To begin, you'll have to assign your manager's role as Payroll Manager in QuickBooks Time, @pat115. After that, you can set up notifications to inform them when a worker submits their time. I'll guide you through this process.

Since there's no direct option to create a workflow for this, the best workaround is to enable notifications so they can be alerted when a worker submits their time. Here’s how to do it:

1. Navigate to Feature Add-ons from the left navigation panel. Then, select Approvals Preferences.

2. Click on the Notifications tab.

3. In the Email managers when section, ensure to check the box next to Each team member submits their timesheets.

Once the notification is enabled, your manager will be informed whenever a worker submits their time. They can then Approve or Reject the timesheet by following these steps:

1. Go to Approvals.

2. Select the desired report dates and team members, then click Run Report.

3. You can now Approve or Reject your team member's timesheet as necessary.

For further details, feel free to read this article: Approve, unapprove, and reject timesheets for QuickBooks Time.

Additionally, it's advisable to check the mapping of payroll items to ensure your team is paid accurately for their hours worked.

If you have questions or need assistance regarding timesheet approval or any other related inquiries within QuickBooks, please don’t hesitate to return to our forum. I’m always available to provide guidance and answer your questions.

P

pat115Author

Thank you for this response. This is what I am doing now. I meant to ask if our project managers can review and approve time posted to their projects. We create customer:jobs in quickbooks and each one has a PM. A PM typically has 5-10 projects they are responsible for. Staff posts time to customer:jobs. I’d like PMs to review a report of time posted to their jobs. Can this be done?

J

Jeff_S

We will need to assign your Project Manager to a specific role to be able to approve and review time posted to their projects in QB, @pat11_2. I'll provide the steps to this.

If you haven't managed your groups yet, we can check this article for detailed information and steps on how to do it: Add and Manage Groups in QuickBooks Time.

To edit the role of your PM, we need to go to your My Team. Here's how:

In QB Time, go to My Team.
Click on the three dots on the right corner of your screen, and choose the specific employee.
Click Edit.
Go to Permissions, then choose Custom role.
Check the option to "View timesheet reports for all team members" and "Manage team members and groups."
In View Schedule and Manage Schedule, choose the group option then click Save.