Timesheet Approval FAQs

Timesheet Approval in KEBS is the workflow within the Timesheet module that ensures submitted time entries are reviewed and approved by the appropriate managers before being used for billing, payroll, or project cost analysis. It enforces accountability and prevents incorrect data from flowing downstream.

To access it, navigate to Timesheet > Approvals.

Once all time entries for the period are complete, navigate to Timesheet > My Timesheet and click Submit. The timesheet is routed to the designated approver based on the configured workflow, and you receive a confirmation notification.

Timesheets in KEBS are approved by managers based on the configured workflow. Common approver roles include:

• Project Manager: For project specific time entries.
• Line Manager: For overall weekly or monthly timesheets.
• Account Manager: For client billable engagements.
• Custom Approvers: For special cases such as overtime or off project work.

Yes. KEBS supports multi level approval workflows where a timesheet may pass through several approvers in sequence. This is useful in complex organizations where both project managers and line managers must validate hours.

Administrators can configure approval workflows under Settings > Timesheet > Approval Workflows. Workflows can be configured by business unit, project type, employee role, or custom rules, ensuring the right approvers are routed for every scenario.

Yes. Approvers see a complete view of each submitted timesheet, including project, task, hours, billable status, and notes. This transparency allows approvers to validate that the time logged is accurate and aligned with the project scope.

Yes. Approvers can approve the timesheet in full, partially approve specific entries, or reject the timesheet with comments. Rejected timesheets are returned to the submitter for correction and resubmission.

Approvers receive notifications through email, in app alerts, and the Microsoft Teams Bot when a timesheet is submitted for their review. Reminder notifications continue until the timesheet is acted upon, helping prevent delays in approval cycles.

Yes. The KEBS MS Teams Bot lets approvers review and act on pending timesheets directly within Microsoft Teams. This is particularly helpful for managers who spend most of their time in Teams and want to avoid switching applications.

Yes. KEBS supports bulk approval, allowing managers to select multiple timesheets and approve them in a single action. This is particularly valuable for managers handling large teams with consistent work patterns.

KEBS supports approval delegation. Managers can delegate their approval authority to a backup approver during vacations or absences. Delegation rules can be configured under Settings > Timesheet > Delegation.

Once approved, the time entries flow downstream to:

• Finance Management for client invoicing of billable hours.
• Project Management for actual cost and budget tracking.
• Payroll for hours based compensation calculations.
• Resource Management for utilization and capacity reporting.

Yes. As long as the timesheet has not yet been approved, the submitter can recall it to make corrections. Once recalled, the timesheet returns to draft status for editing and resubmission.

Yes. Approved timesheets can be revised through a controlled revision workflow. Revisions require approver intervention and are fully tracked in the audit log for transparency and compliance.

Yes. Administrators can configure auto approval rules for routine timesheets that meet predefined criteria, such as standard 40 hour weeks with no overtime or special charges. This reduces manager workload while preserving control for exceptions.

KEBS AI highlights timesheets with unusual patterns, such as excessive hours, irregular project allocation, or missing entries. This helps approvers focus their attention on submissions that may need scrutiny rather than reviewing every entry manually.

Navigate to Timesheet > My Submissions to view the status of all your submitted timesheets, including Pending, Approved, Rejected, or Recalled. Status updates are also delivered via notifications.

Yes. Every submission, approval, rejection, delegation, and revision is logged in the audit trail with the user, timestamp, and comments. Navigate to Settings > Security > Audit Logs to review approval history for compliance reviews.

Yes. KEBS is ISO 27001 certified, AICPA SOC 2 Type 2 compliant, and GDPR aligned. Approval data is protected through encryption, role based access controls, and full audit transparency, ensuring integrity for payroll, billing, and project reporting.

Getting started is simple. Request a demo through the KEBS website and our implementation team will guide you through approval workflow design, delegation rules, Microsoft Teams Bot setup, auto approval policies, and user training. Most organizations roll out Timesheet Approval within a few weeks with ongoing support from the KEBS team.