The Review Timesheets feature helps managers and administrators efficiently review employee timesheets, approve or reject submitted hours, and send reminders for timesheets that have not yet been submitted.

This gives your team a centralized place to manage the timesheet review process, track submission status, and take action quickly so payroll and project reporting stay accurate and on schedule.
 

Step-by-Step Guide: 

1. Access Review Timesheets

   To get started, navigate to Menu → Time & Expense → Timesheet Review.
   
   This page gives you a centralized view of employee timesheets that are pending submission, ready for review, rejected, approved, or still empty.
    

2. Understand Timesheet Statuses

   
   
   At the top of the page, status summary cards show the number of timesheets in key stages of the review process. You can click any status box to filter the list and view only timesheets in that selected status.
   
   Squava supports several timesheet statuses, including:

   • Pending Submission — timesheets with entered time that have not yet been submitted
   • Rejected — timesheets that were sent back for correction before approval
   • Ready For Review — submitted timesheets waiting for manager review
   • Approved — timesheets that have been reviewed and approved
   • Empty Timesheets — timesheets with no entered hours

   Some statuses, such as Approved, may not appear in the top summary bar. However, they can still be found by using the filter popover to narrow the list to a specific status.
    

3. Filter and Search Timesheets

   
   
   The Timesheet Review page includes built-in search and filtering tools to help you quickly find the records you need. Use the search bar to locate timesheets by employee or other matching details, or click the filter icon to open the filter popover for more advanced options.

   From the filter popover, you can narrow the list using a variety of fields, including date range, employee, office, status, project, client, tags, and submitted through date. This makes it easier to focus on a specific group of timesheets when managing a larger volume of records.

   • Search for specific employees or timesheets directly from the search bar
   • Filter the list by status, office, project, client, tags, and date criteria
   • Use filters to quickly isolate the timesheets that require action

   These tools help reviewers work more efficiently by reducing the list to only the timesheets relevant to the task at hand.
    

4. Review 'Ready for Review' Timesheets

   
   
   
   
   Timesheets marked Ready for review have been submitted and are ready for a manager or administrator to review.
   
   To open a timesheet, click the Review button from the list. This will take you to the detailed weekly timesheet view for that employee.

   The review page provides a complete breakdown of all time entered for the selected week, allowing you to verify accuracy before approving or rejecting. At the top of the page, you’ll see key details including the employee name, date range, and current status, along with action buttons to Approve or Reject the timesheet.

   • Review all hours entered across projects and tasks
   • Confirm totals and distribution of time throughout the week
   • Identify any missing, incorrect, or unexpected entries

   The review page includes two tabs to help you evaluate the weekly timesheet:

   • Hours Tab — Displays a view of hours entered by project and task across each day of the week. This makes it easy to scan totals, spot gaps, and understand how time was allocated.
   • Notes Tab — Provides a detailed list of time entries with associated notes. This allows you to review context, explanations, and supporting details for the work performed.

   You can switch between these tabs depending on whether you want a high-level view of hours or a more detailed explanation of the work completed.

   This combined view helps ensure that both the quantitative (hours) and qualitative (notes) aspects of the timesheet are accurate before making a final decision.
    

5. Approve or Reject Timesheets

   
   
   
   
   From the actions menu, you can choose to Approve or Reject a timesheet that is ready for review.
   
   Approving a timesheet confirms that all hours are accurate and the timesheet is finalized. Rejecting a timesheet sends it back to the employee so corrections can be made before approval.

   • Use Approve when hours, projects, and allocations are correct
   • Use Reject when updates or clarification are needed
   • Use Review first when you want to inspect the timesheet in more detail

   When rejecting a timesheet, you will be prompted to enter a reason for rejection. This helps clearly communicate what needs to be corrected before the timesheet can be approved.

   Once rejected:

   • The timesheet status is updated to Rejected
   • The employee is notified of the rejection
   • The provided reason is shared so they can make the necessary updates

   This ensures a clear feedback loop between reviewers and employees, helping reduce confusion and speed up the approval process.
    

6. Remind Employees to Submit Timesheets

   
   
   
   
   For timesheets in Pending Submission or Rejected status, you can send a reminder directly from the Timesheet Review page to prompt employees to submit or resubmit their timesheet.

   • Send reminders to employees who have started but not submitted their timesheet
   • Prompt employees to correct and resubmit rejected timesheets
   • Help ensure timesheets are completed before payroll or review deadlines

   This allows reviewers to quickly follow up without leaving the page, helping keep timesheet submissions moving forward and reducing delays in the review process.
    

SUCCESS!!! 

You've now reviewed timesheets! Review Timesheets helps your team stay on top of timesheet submissions by making it easy to review submitted time, approve or reject entries, and remind employees when action is still needed. This creates a smoother, more consistent review process and helps keep payroll and invoicing on schedule.