Approve before you bill, or don't — your call, per client
See everyone's week at a glance, chase the weeks nobody submitted, and approve, send back or reopen them on anyone's behalf. Then decide what an invoice can draw from: approved time only, or any logged time — for the whole firm, or client by client.
Timesheet software collects the hours people worked and gets them checked. In AspirePro the timesheet is not a second place to type time: the entries people log on tickets, tasks and projects during the week are the timesheet. Managers see every person's week on one grid — submitted or not — and can approve it, send entries back with a reason, submit it for someone who forgot, or send a reminder. Whether approval also decides what can be invoiced is up to you: firms that sign off hours before billing keep approval as the gate, and firms that don't run timesheets bill straight from logged time. Set it for the whole firm, then change it for any client.
See who hasn't submitted, at a glance
People down the side, weeks across, each cell showing the hours and where the week stands. A missing week is obvious before payroll or an invoice asks for it.
Act on anyone's week
Open any week, submitted or not. Approve it, submit it for them, send two entries back with a reason, reopen it or send a reminder — each action recorded with who did it and for whom.
Approval as the gate — if you want it
Bill approved time only, or any logged time. Set it for the firm and change it per client. Rejected time never reaches an invoice either way.
A week, submitted from where the work is
People log time throughout the week — a timer on a ticket, a quick entry on a task, a block on a project — in their own time zone, so the day it counts is the day they worked. From My work they see the week against their expected hours and submit it. Once submitted, the week is locked for review.
- Timers and manual entries on tickets, tasks, projects, companies and internal time
- Expected hours per person, so a short week is visible before it is submitted
- Warnings, never blocks, for a day over 16 hours, overlapping times, a likely duplicate or a future date
- A submitted week unlocks again if entries are sent back or the week is reopened
Open anyone's week — submitted or not
Click any week on the grid to open it: every entry by day and by the ticket, task or project it was logged against, with expected hours alongside and times shown in that person's own time zone. From there a manager can approve the week, submit it on the person's behalf, send specific entries back, reopen an approved week, stop a timer someone left running, or send a reminder.
- Approve week — submits and approves a week the person never sent in, in one step
- Send specific entries back with a required reason, and approve the rest
- Reopen an approved week with a reason, with a warning if payroll already exported it
- Bulk approve from the grid; every action audited, and the person is notified
Decide which time can be invoiced
Choose Approved time only — nothing reaches an invoice until its week is approved — or Any logged time, where billable time can be invoiced as soon as it is logged and timesheets carry on alongside for anyone who uses them. Each client's Finance tab can override the firm's choice, so a client whose contract needs signed-off hours stays approval-only while the rest bill from logged time. Changing the rule never un-bills or re-bills anything; it only changes what is offered next.
- Approved time only, or any logged time, for the whole firm
- A per-client override on the client's Finance tab
- Non-billable time can go on the invoice as a $0 no-charge line, so the client sees the free work
- Invoiced time is locked whatever its approval state; rejected time is never invoiced
Every entry, from logged to invoiced
Finance → Time entries lists every entry in the firm by stage — not submitted, waiting approval, approved, invoiced, rejected — with the count, hours and value on each tab, and a Ready to invoice total that follows each client's rule. Filter it, group it, save the view, export it, and act on what you pick: approve, send back, remind, or invoice it — one draft per client.
- Ready to invoice, worked out under each client's rule, with its total
- Filter by date, client, project, person, role, work type and billable; group with subtotals
- Saved views and CSV export
- Each client's Finance tab shows the same list, as Time for this client
Rounding applied as time is recorded; short weeks flagged, never blocked
Time rounds as it is logged — to the nearest increment or always up, applied to every new entry so the timesheet never needs cleaning up. A week submitted short of the person's work schedule can show a notice at submission; part-time schedules never trigger it, and it is a notice, not a block.
- Rounding increment and direction, applied to timers and manual entries alike
- Incomplete-week notice against each person's work schedule
- Every approval, rejection, reopen and reminder in the audit log
Logged hour to invoice line
Log the time where the work is
A ticket, a task, a project — with a timer or a quick entry, in your own time zone.
Submit the week
From My work, against expected hours. Forgot? A manager can send a reminder, or submit it for you.
A manager reviews it
Approve, send specific entries back with a reason, or reopen a week that needs another look.
Bill it under your rule
Approved time only, or any logged time — set per client — pulled onto the next invoice at the client's rates.
What Timesheets connects to
Nothing here is a standalone tool — each of these reads the same clients, people and permissions.
Frequently asked questions
Do people have to fill in a timesheet?
Can a manager act on a week the person never submitted?
Can a manager reject just part of a week?
Can time be billed without approval?
Can managers approve their own week?
Does profitability wait for approval?
What does payroll count?
Read the documentation
The full how-to for this module, written for the people who use it every day.
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