Timesheets: Multi-Tier Approval for Timekeeping

What does each status mean?

The following table details the available statuses in the Project and Company level Timesheets tools. 

Status	Definition	Usage	Project Level Timesheets	Company Level Timesheets
Pending	Indicates a new time entry has been created and is pending review.	When a user creates a new timesheet entry, it is automatically placed into the 'Pending' status. See Create a Timesheet.
Reviewed	Indicates a new time entry has been reviewed and is awaiting approval.	After a foreman or site manager in the field reviews 'Pending' time entries, they can edit entries as needed and then place them into the 'Reviewed' state. See Edit a Timesheet and Review a Timesheet.
Approved	Indicates the time entry has been approved and is awaiting the next steps that your organisation might require to consider the entries complete.	A project manager can then double-check the 'Reviewed' entries for accuracy and place them into the 'Approved' state to indicate they are ready to process. See Approve a Timesheet.
Completed 1	Indicates the approved time entry has been finalised and is considered complete. This status locks time entries for historical record-keeping and time entries in this status cannot be modified.	A payroll administrator can place processed timesheet entries into the 'Completed' status after they are exported to your third-party payroll system. See Approve a Timecard Entry in the Company Level Timesheets Tool.

¹ Changing a timesheet's status to 'Completed' prevents users from changing its status in the Project level Timesheets tool. The status can only be changed at the Company level. 

Why is this important?

This new feature provides users with these benefits:

• Improved Visibility. Users with permissions to the Timesheets tool can now gain a better understanding of the state of your company and project timecard entries—to identify which entries need attention for reviews and approvals.

• Greater Accuracy. The new statuses provide more verification checkpoints between the time an entry is submitted and when it’s processed into your third-party payroll system—to ensure mistakes are caught earlier in the review process. Payroll administrators can feel more confident about the accuracy and completeness of timecard entries. 

What is included? 

The following new features are included in this release:

• New granular permission for the Timesheets tool. You can now assign users with 'Read Only' and 'Standard' level permissions on the Project level Timesheets tool a new 'Review & Edit Timesheets' granular permissions using a permission template. This provides users without 'Admin' level permissions with the ability to review and modify timesheets. See Grant Granular Permissions in a Project Permissions Template. If you will be configuring user permissions for multi-tier approvals, please read How do I configure user permissions for multi-tier approvals with timekeeping?

• New 'Reviewed' and 'Completed' Statuses. In addition to the existing 'Pending' and 'Approved' statuses, Procore has added the 'Reviewed' and 'Completed' status. To learn more, see Edit a Timesheet, Review a Timesheet and Approve a Timesheet. Note that the 'Completed' status is only available in the Company level Timesheets tool. See Approve a Timecard Entry in the Company Level Timesheets Tool. 

• New 'Date' column for 'Individual Entries.' You can also use this same approval process for any 'Individual Entries' on your project. 'Individual Entries' are timecards and timecard entries collected with the My Time mobile app, the Company level Timecard tool and the 'Timecard Entries' collected in your project's Site Diary tool.

What does the multi-tier approvals process look like? 

The workflow diagram below shows you the multi-tier approval process in the Project level Timesheets tool.