Timesheets and expenses

Approved time is what invoices and pay are worked out from. Each agent’s time on a shift is approved or corrected on its own, on the booking’s Timesheet card or across every booking at once.

Review time across bookings

Open Bookings › Timesheets. Time to review lists every shift’s time waiting for review, flagged first. Narrow it by client and by Shifts that ended (this week, last week or any time).

A row shows when they clocked in and out, how long they worked, and any flags:

No-show: no clock-in by the scheduled end.
Auto clock-out: they didn’t answer “Still working?”, so they were clocked out at the scheduled end.
Time beyond schedule: they clocked out after the scheduled end.
Early start: they clocked in before the scheduled start.
Clocked from the dashboard: staff clocked them in or out, with a reason.
Clocked in by override: they clocked in off the post when a dispatcher allowed it.
Left early: they clocked out more than 15 minutes before the scheduled end, and say why.

Approve all unflagged approves every row with no flags in one step and leaves the flagged ones for you. On a booking, Approve the shift does the same for one shift.

Approve one person’s time

Select Approve on their row. The sheet asks what counts:

Count the early start: off, their time counts from the scheduled start. On, the early minutes count too.
Bill the time beyond schedule: they’re paid for it either way. If the extra time was agreed, extend the shift from the booking.
For a shift nobody worked, whether to bill its flat and daily charges anyway. Not billed is preselected.

Then select Approve. Staff who also work shifts never approve their own time; their row says “Someone else approves your time.”

Correct time

Select Correct on a row, waiting or approved. Enter when they Clocked in and Clocked out, or tick They didn’t work this shift for a no-show. Give a reason under Why: they see it in their app, and the correction goes on the booking’s history. The time goes back to review. Times can’t be in the future.

Select Reopen to send approved time back to review.

Clock someone in or out

When their phone can’t (poor GPS indoors, say), select Clock in from 15 minutes before the start until the scheduled end, or Clock out any time they’re still clocked in. Give a reason. It’s flagged for review when the time is approved.

Review expenses

Expenses to review, under the time, lists expenses waiting across bookings; each booking also has an Expenses card. An invoice waits while its expenses are pending.

Select Review on an expense to see the receipt beside the decision:

Approve as it is, or change the Amount or Category with a note under What changed; they read it.
Tick Bill it to the client to put it on the invoice as a line. The Billed price starts at the cost plus the category’s markup, and you can change it.
Reject with a reason under Why; they see it.

Someone who paid with their own money is paid back the approved cost on their next payout, never the billed price. Select Reopen to decide again, until the expense is on a sent invoice or a payout run.

To add an expense the office paid, like a hotel, select Add an expense on the booking’s Expenses card. Choose the Category and Amount, then A company card or Someone’s own money (and Who paid), and whether to bill it. It’s approved as you add it.

Expense categories

Settings › Expense categories is what agents file expenses under. Select Add a category, then set:

Name: what agents pick in the app.
Billed to the client by default: approved expenses in it go on the invoice unless staff say otherwise.
Markup: added to the approved cost when it’s billed. 0% bills the cost as it is. Agents are reimbursed the cost, never the markup.

Select Add category. A category expenses have used is archived when removed, not deleted; the last one can’t be removed.

Who can do what

What each role may do
Area	Owner	Admin	Dispatcher	Viewer
Approving time, expenses and reports	Changes	Changes	Changes	No
Bookings, requests and quotes	Changes	Changes	Changes	Reads
Service types and settings lists	Changes	Changes	Without agent pay	Without agent pay

Viewers read timesheets and expenses but not the reasons, notes or what someone is paid back. Staff who also work shifts never add, review or reopen their own expenses.