What a timesheet contains
A timesheet is the weekly work record for an assignment. It stores the worker, assignment, company, project, site, agency, week-ending date, status, hours or days, shift data, rate type, pay type, pay and charge values, approved expenses, cost-code allocations, invoices or AfPs, credit notes, comments, and activity history.
How timesheets are created
Generated from assignment data for the assignment's working period.
Created manually from the Timesheets page when timesheet adjustment and creation permissions allow it.
Imported from a timesheet spreadsheet when company import configuration and user permissions allow it.
Adjusted through bulk amendment or imported hour adjustments when the company and project configuration allow amendments.
Typical workflow
Pending: hours, days, expenses, absence, cost codes, and shift data can be reviewed or amended when permissions allow.
Require Approval: approval has been requested and an approver can approve, reject, or an agency user with recall permission can recall where supplier adjustments are allowed.
Approved: approved hours and approved expenses become available for invoice or AfP workflows. Approval can be reversed only before the timesheet is linked to an invoice or AfP.
Cancelled: a cancelled timesheet is removed from the normal approval workflow and may carry original values or credit-note history.
Absent: the worker did not work for the week. The timesheet can be reinstated to pending from the detail page.
What changes after approval
Approving a timesheet records the approver and approval date, marks its timelogs approved, and automatically approves any pending expenses linked to that timesheet. After invoicing or AfP creation, amendment options become more restricted and changes may create version snapshots or pending AfP adjustments.
Version history, activity, and comments
Each timesheet keeps a version number, an activity audit trail, and a comment thread. Snapshots are written automatically on creation, on amendments, and when the first invoice or AfP is raised, so historical values and timelogs can be reviewed from the detail page version selector. Activity records system and user events; comments support mentions, reactions, edits, deletes, and attachments.
Visibility and restrictions
The Timesheets page and timesheet detail page adapt to the user's role, permissions, company configuration, and access controls. Billing-restricted users do not see invoice-related fields. Rate-restricted users do not see rates, expenses, or PDF export options. Specific timesheet approver configuration can further limit which non-exempt users can see assignment timesheets.
WRA accommodation
When the company or project has Working Rule Agreement accommodation enabled and the assignment is eligible, a daily lodge allowance is calculated for the worker-week. Eligible timesheets show a dedicated accommodation tab and the system reconciles allocations across sibling timesheets so days are not paid twice.
Integrity monitoring
A background timesheet integrity monitor runs on a schedule and also revisits older timesheets when they are amended. It checks stored totals, timelogs, breaks, rates, expenses, cost-code allocations, assignment data, potentially overlapping worker-week records, weekly hour thresholds, and commercial values. It also flags weekly net hours that are not in quarter-hour increments, helping hiring companies and agencies investigate unexpected values. For hirers and agencies reviewing piece-work-only timesheets, zero hourly rates do not trigger a missing-rates warning when there are recorded units with a positive piece pay or charge rate and no payable time. Missing hourly rates are still flagged when payable time is recorded. Weekend and bank-holiday WRA uplifts are exempt from the weekday weekly-threshold warning, matching the timesheet calculation.
For hirers and agencies, duplicate-work checks allow separate day and night work, non-overlapping recorded times, and empty counterpart timesheets. Standard uplift checks follow agency, trade, regional, and daily-rate rules. Zero-uplift warnings apply only to rate types used by payable work and use saved assignment company defaults where available, while retaining project and agency override precedence. Historical timesheets are not compared with current assignment rates when a later rate amendment makes that comparison unreliable; their timelogs are still checked against their saved timesheet rates. Rate-description checks skip absences and entries with no net hours, and allow calendar day labels when enhanced uplifts are recorded in WRA breakdowns. Small rounding-only rate differences and reconciled WRA block-margin rounding are distinguished from larger losses and inconsistent stored values.
Hirers and agencies cannot import or add hours dated after an assignment ends. The assignment must first be extended to cover the work date, after which the hours can be entered on the applicable timesheet.
For agencies: working with timesheets
Timesheets are where pay and charge for your placed workers are recorded and settled, so agencies are closely involved. If you work for an agency, you see timesheets for your own workers on companies and projects your agency has access to.
Where the hiring company allows supplier-side timesheet adjustments, you can amend hours, expenses, and shift data on pending timesheets and request approval.
Agency admins can import hours when the hiring company has enabled timesheet import and allowed your agency to import.
Approval is usually the hiring company's responsibility; if you hold recall permission, you can recall a timesheet that is awaiting approval where supplier adjustment is allowed.
When your agency is allowed to invoice, you can raise invoices, applications for payment, or credit notes for your workers' approved timesheets.
Rate, charge, invoice, and other billing fields can be hidden from agency users by access control.