Pending
Pending is the editable pre-approval state. Depending on permissions and configuration, users can amend hours, import hours, change shift type, allocate cost codes, add or amend expenses, request approval, mark the worker absent, create missing timesheets, or delete the timesheet.
Require Approval
Require Approval means approval has been requested. Users with timesheet approval permission can approve or reject. Agency users with recall permission can recall where supplier-side adjustment is allowed by company or project configuration.
Approved
Approved means the timesheet and its timelogs have been approved. Any pending expenses attached to the timesheet are automatically approved during approval. Approved timesheets can be used for invoice or AfP workflows. They can be unapproved only when not linked to an invoice or AfP.
Absent
Absent means the worker was marked absent for the period. Approved, pending-approval, already-absent, and invoiced timesheets cannot be marked absent. Absent timesheets can be reinstated from the detail page, which moves them back to pending.
Cancelled
Cancelled timesheets are outside the normal approval flow. Where cancellation follows billing, the workflow can raise a credit note for the full charge value. Cancelled records are visible from the Cancelled tab when the user has access.
PO validation
When mandatory PO approval rules are enabled, a timesheet cannot be approved unless a valid PO is linked. An active PO is accepted. An expired PO is accepted only when the PO covers the full timesheet period. Missing, revoked, inactive, or out-of-period POs block approval.
Cost-code validation
Where cost-code allocation is required, approval can be blocked until all working hours are allocated, and fully allocated, to cost codes.
For agencies: what each status means for you
If you work for an agency, the status tells you where your worker's week is in the pay and charge cycle:
Pending — hours and expenses can still be adjusted where the hiring company allows supplier-side amendments, and you or the hiring team can request approval.
Require Approval — the week is with the hiring company's approver; you can recall it only where you hold recall permission and supplier adjustment is allowed.
Approved — the week is agreed and, where your agency is allowed to invoice, can be taken into an invoice, application for payment, or credit note.
Absent — the worker did not work that week; it can be reinstated to pending if that is wrong.
Cancelled — the week is out of the normal flow and may carry credit-note history.