Before opening the Timesheet Management screen, it is good practice to take a quick look at the Roster to see which timesheets have already been approved and which still need attention. This gives you a fast visual reference to help prioritise your review.

On the roster schedule, a blue tick underneath a shift indicates the timesheet has been completed and approved. If there is no blue tick, the timesheet still needs to be reviewed and approved before it can move forward. You can also use the roster filters to search for shifts that are missing timesheets, rather than manually scrolling through all shifts.

To access the Timesheet Management screen, go to the Finance and Payroll tab and select Timesheet Management. This is where every staff member’s timesheet submitted through the system will appear once it is ready for approval.

At the top of the screen, you will find a series of filters to help narrow down results. Fields that are greyed out are using their default setting unless selected otherwise. The available filters are:


Once your filters are set, click Show Timesheet Entries to load the results.

Results appear in the Filtered Staff Timesheet Entries table. An Entry Summary below provides a breakdown of total hours worked, travel distance, and shift counts for the selected period. Both can be exported as CSV files for reconciliation or sharing with your finance team. Each row in the table displays the following:

Icons appear across the Shift, Start/End, and Time Spent columns to flag issues that need attention before approval:

For a quick review, you can change the status of a timesheet directly from the dropdown in the list view without opening the full record.

For a thorough review, click View to open the full timesheet record. Here you can edit any required fields, review staff notes, adjust hours and billing, and action travel entries before finalising your decision.

The full timesheet record shows the submission date and time, who submitted it, the shift area, start and end times, total time worked, break times, and whether the shift included a sleepover component.

Scrolling further down, you will find the staff notes section, where staff can leave explanations or comments about their shift. These notes provide valuable context when reviewing timesheets and help managers make fair, informed decisions.

If you are satisfied with the explanation, you can approve the shift as worked. If not, click Match Time to automatically adjust the end time back to the rostered duration. This is especially useful if the staff member accidentally clocked off late or forgot to clock off altogether.

If you need to pay a staff member for additional time worked, use the End Time field to extend the shift duration to match when they actually finished. The total hours worked and payroll will recalculate automatically.

When changes are made to hours, it is important to also review the billing for that shift. Click Show and Edit in the Rostered Shift section to view and update the billing details. Keeping the roster and timesheet aligned prevents undercharging or overcharging clients and ensures accurate payroll before data is exported.

Scrolling further down the timesheet, you will see any travel entries attached to the shift. These can be approved or declined separately from the main shift hours. For example, you may approve extra hours worked but decline additional travel if it does not meet your organisation’s policy.

Travel entries may include odometer photos and notes submitted by the staff member as proof of travel. If the travel is valid, click the billing code field and select the appropriate transport line item to charge the client. Available codes are based on the client’s funding allocation, ensuring the claim is submitted under the correct plan or funding stream.

If the travel should not be billed, remove the client billing by clicking the close icon next to the billing entry. Once your decision is made, approve or decline the travel using the action button on the right-hand side.

After reviewing all parts of the timesheet, use one of the following actions to finalise it:

Once approved, the timesheet will automatically update across the system, linking to both the staff member’s payroll record and the client’s billing history. A blue tick will appear under the shift on the Roster Schedule confirming it is ready for export.

Once all necessary timesheets have been approved, they will be ready for export in the Export Timesheets section. This is where they move into the final stage before payroll and invoicing. See the Timesheet Export article for a full walkthrough of that process.

If you have any questions about the Timesheet Management screen, reach out to your admin team or a FlowLogic support staff member for assistance.