Timesheet Approval Process

Simplify employee timesheet approval processes. Appoint line managers, and ensure team leads and staff members play key roles in the timesheet approval process, with team leads responsible for reviewing and verifying employee work hours. Don’t get lost in too many timesheets to approve. No micro management needed! From efficient time-tracking, to complete timesheet management, zistemo has it all. Smart. Easy-to-use. Time-saving. The timesheet period defines the span for which staff members log their work hours, and accurate timesheets are essential for payroll purposes. Team leads are prompted to approve time for their staff members during each timesheet period, streamlining the workflow and supporting payroll and project management.

Design Customized Timesheet Process

Enjoy simple Employee Timesheet Approval App

Employees must fill in their timesheets before the approval process can begin, and the approval process is crucial for ensuring accurate compensation for employees.

Create flexible timesheet approval workflow

Implement your own timesheet approval policy.
Users can submit timesheets by selecting the 'Submit Timesheet' option from a drop down menu, making the process straightforward and user-friendly.
Track approval status for each submitted timesheet, with clear stages such as 'Waiting for Approval,' 'Approved,' and 'Rejected.' The approval period is configurable, allowing you to define when timesheets can be submitted, reviewed, and finalized.
Edit time entries before submission; once a timesheet is approved, it is locked to prevent further edits, ensuring data integrity.
Key features include audit trails that provide an audit log report, tracking all changes and approval status for compliance and verification.
The application supports integration with popular project management and accounting tools for seamless workflow.
Intuitive drag and drop invoice builder.
Apply your local date and number format.
Approve and reject timesheet entries on the go.
User-friendly tips and layouts available.
Optimized for Windows, iOS, phones, and tablets.
Create separate timesheet profiles for groups of users.
Customize time-sheet process design, fields and notifications.

Online timesheet management features you will not find anywhere else

Role-based office team timesheet approvals, including the ability for project managers to verify and approve work hours for specific projects and tasks.
Manage employee timesheets, time spent, work hours, projects, team members, and clients in one place, enabling real-time monitoring of labor costs against project budgets.
Track time spent on tasks, and link labor hours to tasks for accurate job costing and detailed project oversight.
Handle multiple approvals within the same date range or approval period, streamlining approvals and reducing errors for improved payroll accuracy.
Generate invoices directly from time tracking data, with seamless integration to QuickBooks Online and QuickBooks Time.
Maintain a complete audit trail for compliance with labor laws like the FLSA, and ensure best practices for timesheet approval through automation, training, and regular audits.
Shift toward high-automation and AI-driven workflows in timesheet approval by 2026, reducing the time-consuming nature of manual approval processes for managers.
Avoid delayed timesheet approvals to prevent payroll and billing errors, supporting operational efficiency and employee satisfaction.
Completely scalable for businesses of any size.
Our timesheet management app looks great on all devices.
Easy, interactive and handy time tools for all skill levels.
Bespoke time reports on staff, projects, tasks, and budgets.
100% compliant with the highest Swiss data security protocols.

Martina Loidl

TeLo GmbH

The All-in-One Solution for Our Project and Invoice Management

Gilles Poncin

MAQIT SA

The best about zistemo is the fast and efficient cooperation with the support team

Daniel Deutscher

DeKa Gastronomie-Treuhand

We chose zistemo because the system is so easy to use and all processes are transparent

Angelika Fite

Infrastructure Consulting & Engineering

We recommend zistemo because of the support team — quick to respond and provide quick resolution

Martin Domenig

Kohl & Partner

Since we started using zistemo, we have much less effort for time and expense tracking

Marcus König

targenio

We love to use the zistemo features and our employees don’t see time tracking as punishment

Dennis Stogl

Stogl Robotics

Zistemo works very coherently and is very easy to use even with complex projects

Andreas Pfister

All Around Digital

It is the most complete tool on the market for agencies like us

Georg Holz

Mansystems

You won't find more value for your money

Eva Timurová

ProUP

Zistemo is the best thing that could happened to us

Ruben Maier-Gerber

FFI Agentur GmbH

Proximity to the user and always an open ear for improvements

Enrico Aramini

HTC High Tech Consultant Corp

Zistemo’s flexibility, parametric customization and user’s access control won us from day 1

André Kälin

Perspectix

The very fact not wasting a single minute unbilled is worth its price

Priska Stamm

Softsolution International

We really couldn’t ask for a better invoicing solution!

Fabian Bergner

LUX FUX Media

With better business intelligence, we can offer better and more efficient services

Hendrik Huerkamp

slashwhy GmbH & Co. KG

I thoroughly recommend zistemo for the people behind it and the clever features

Amir Karahasanović

Petrolinvest

I highly recommend zistemo for its exceptional value for money

Terence Hänni

Megasol Energie AG

Zistemo gives structure to the company and is transparent for all users

Fully Customizable Timesheet Management Software

Did you know that a bad timesheet approval process is worse than no process at all? Yes, it’s a real productivity killer, keeping employees stuck and frustrated. Adding an additional layer of approval can help ensure accuracy but may introduce extra steps to the workflow. With zistemo, setting up your own online timesheet management system is incredibly easy and fast. All employees and managers, including salaried employees, can greatly benefit from a hassle-free request and approval workflow that supports fair compensation for all types of workers.

It’s extremely simple to customize a submission and approval process in a few steps. Once a submitted timesheet is sent, it is locked and cannot be edited until it is reopened by an approver. If a timesheet is rejected, employees can resubmit it after making the necessary corrections.
You can spot timesheet status immediately, such as those awaiting approval, thanks to the user-friendly interface. Managing submitted timesheets efficiently ensures everyone stays informed about their approval status.
Export timesheets to external ERP Systems or to our built-in invoice generator in no time.

Publishing plain-language policies and training everyone on proper time entry supports accurate time tracking. Meeting labor law requirements, such as the FLSA, prevents litigation risk and ensures compliance. Conducting monthly audits can help catch issues like time theft or consistent late entries before they escalate.

Role Based Timesheet Approvals

Zistemo allows swift, level-based timesheet delegation. You decide who is in charge of timesheet approvals. Team leads can be designated as approvers within the system, ensuring that those most familiar with team activities review and verify employee work hours. Each employee can submit timesheets to their appointed line managers. The managers can decline, ask for edits, or accept submissions or requests with one click. The approvals tab serves as a centralized location for managing timesheet approvals and tracking the approval status of each submission, such as 'Waiting for Approval,' 'Approved,' or 'Rejected.' Our timesheet project management software is ready to reflect any particular organizational setup. Break it down into departments, teams, subdivisions, smaller projects or as you wish.

Supporting multiple authorization levels for maximum accuracy.
Split and customize approval workflow to specific projects.
Ensure all online employee timesheet data meets guidelines, budgets, and deadlines.
Approval status is tracked throughout the workflow, helping ensure timesheets are approved in a timely manner and reducing delays in payroll or project reporting.
Timesheet notifications vary for submitters and approvers, with reminders sent at scheduled times to keep the approval process on track.

100% Automatic Timesheet Alerts

Tired of chasing down employees to complete their timesheets on time? Never let inaccurate or missing time data affect payroll, projects, and billing again. Allow line managers to track and accept weekly logs at their own pace. Has everyone submitted their timesheets on time? With zistemo’s interface, the assigned timesheet approver can immediately automate and streamline approvals, ensuring faster and more accurate payroll processing.

Set up automatic reminders associated with the assigned users, teams, or groups to help streamline approvals and ensure timely submission.
Set consistent deadlines for timesheet submission to create discipline among employees.
Get a full overview of the number of hours at the team or project level.
Keep track of timesheets (pending approval, submitted, and resubmitted).
Audit trails are maintained for compliance and verification, providing accurate logs for legal audits and leave management.
Enjoy effortless, one-click powers for timesheet submission, approval, and rejection.
100% on-time responsiveness guaranteed via recurrent e-mails or push notifications.

Frequently Asked Questions about the zistemo Timesheet Approval App

Who approves employee's timesheet?

zistemo’s unique web based timesheet management system allows business owners or system admins to build and personalize their own online timesheet approval system. Employee timesheet management can be perfectly adapted to business specific requirements. Each employee can submit timesheet. All time entries will be sent straight to their direct line manager, team lead, or project manager, depending on how the company’s workgroups and internal structures are divided. Team leads and project managers are often responsible for reviewing and approving time for their staff, especially in project-based workflows.

The process of approving employee time is very straightforward with instant notifications sent to both parties when a timesheet is submitted for revision. The system tracks the approval status of each timesheet, such as 'Waiting for Approval,' 'Approved,' or 'Rejected,' and sends automatic reminders to approvers to review and approve time promptly. Rejection, approval, or editing requests with comments are instantly sent to the parties involved, keeping them in the loop. They allow recipients to act immediately, right from the email notification, preventing time-consuming delays, glitches, or errors.

Do employees have to approve their timesheets?

Every week or any other agreed time frame, employees can review and approve their time records right from their mobile device or by signing into their zistemo web user account. The system supports multiple approvals within the same approval period, allowing for several approval requests or stages as needed. The approval period itself is fully configurable to match your payroll or project cycles, ensuring flexibility for your business processes. In addition to this, we support another level of approval which is highly recommended. Each business owner or admin has the freedom to configure an approval process for timesheet that meets their company’s exact needs. The system also supports salaried employees as well as hourly workers, making it suitable for various employment structures. In general, approvals work on a two-tier basis that keeps both employees and their direct supervisor fully updated on each week’s progress and time records. The 4-eye system prevents unwanted overtime or time-tracking errors from interfering with pay period, payroll processing or timesheet invoicing.

Can a manager change your timesheet?

Each employee is entitled to be paid for all work performed in accordance to the company’s internal guidelines. Employees can edit their timesheets before approval to correct any errors or update time entries as needed. However, under extraordinary circumstances, managers can modify someone’s timesheets, but only to correct system miscalculations, human mistakes or timesheet submission inaccuracies. This can be done with the employee’s permission in case of special circumstances, only when they cannot operate the changes in time cards themselves (vacation, illness, etc.). If a timesheet is rejected during the approval process, employees are required to edit and resubmit their timesheet with the necessary corrections. Managers cannot alter timesheet data to avoid paying the agreed wages for any already-completed work.

How to request for timesheet approval?

The days of “please, approve my timesheets” are long gone. zistemo smoothly automates business processes in one go. Go to your current time records via the zistemo web dashboard or the zistemo Approve Timesheets App. Check your timekeeping records, make sure you added all billable and non-billable hours. Zistemo will sum up total hours. To submit your timesheet for approval, simply use the drop down menu and select the 'Submit Timesheet' option. After submitting, your submitted timesheet will display an approval status such as 'Waiting for Approval,' 'Approved,' or 'Rejected.' You can easily check the approval status at any time to track the progress of your timesheet through the workflow. Once approved, you will receive a confirmation immediately and your timesheet data will be processed accordingly. Can timesheet tracking be easier?

Track your business performance live | zistemo

Manage and Approve Timesheets on The Go

Fully compatible with all web browsers and screen sizes. Clock in, clock out while handling timesheet approvals from any iPhone, Android phone, iPad/tablet, desktop, or laptop.

Professional, Productive, and Quick Project Management Timesheet Solution!

Don't let timesheets hold you back.

Optimize and synchronize all time-related processes online, in a few clicks. Get all the help you need to create, authorize, process, automate and bill timesheets faster, better, error-free.