Approve Timesheets and Invoice Project Hours

Turn a month of approved project hours into a draft invoice.

Once the team has submitted, a manager approves each employee's timesheet, and the project-month is ready to bill in one click.

A manager approves or rejects each submitted line from the Inbox, the system adds everything up on the project-month, and the project manager or back office generates the draft sales invoice from it.

Use the documented operating model as a starting point, then adapt fields, approvals, reports, or connected areas when your process differs.

Before you start

Put the right records and roles in place.

The employees have submitted their timesheets, so each line is SUBMITTED. The customer comes from the project and carries over to the invoice.

Documented sequence

From submitted timesheets to a draft sales invoice.

Each stage identifies the action, handoff, or record change that moves the work forward.

01
Approve each timesheet — Manager
The Approve Timesheet task shows the employee, the total hours and the billable amount the employee never sees. Approve stamps the TS-number and locks the line; Reject reopens the employee's Submit task.
02
Add up the project-month — System
Every booked day rolls up to its employee line, and every line to the Project Timesheet. After the last approval, the whole team's total hours and billable amount sit on the project-month.
03
Generate the invoice — Project manager
Select the month in Project Timesheets and run Generate Invoice. A draft sales invoice is created in the company's base currency with one line per employee, and the project-month becomes INVOICED.

Connected work

Carry the record into the next decision.

Related features and workflows reuse the same business records instead of asking teams to rebuild the context.

TimesheetsThe approval flow, the roll-ups, locking, and what Generate Invoice puts on the invoice.Sales invoicingThe issue, send and payment steps the generated draft invoice follows from DRAFT onward.Fill in your timesheetThe employee side: adjusting the pre-filled days and submitting, or correcting after a rejection.Plan a projectThe billing rates that price each booked day, and the schedule that creates next month's timesheets.

Current scope

An APPROVED employee timesheet and an INVOICED project-month refuse edits and deletes, so corrections happen before approval.

A starting point, not a fixed package

Fit timesheet billing to your invoices.

The generated invoice is a draft: add or change lines before it is issued, and it then follows the normal sales-invoice approval. A different invoice layout, such as a line per task, or another approval route can be scoped as a Custom adaptation.

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Decision-stage answers

Approve and invoice a project timesheet FAQs

What does the generated invoice contain?

One line per employee on the timesheet, named after the employee and priced at their billable amount (quantity 1), with standard VAT. It is dated today and made out to the timesheet's customer in the company's base currency.

Can the same month be invoiced twice by mistake?

As soon as the invoice exists, the project-month flips to INVOICED and is locked, so an already-billed period is visible at a glance and is not invoiced again by accident.

What happens when a timesheet is rejected?

The line turns REJECTED and no number is stamped. The hours stay booked and the totals stay rolled up, and the employee's Submit task reopens so the correction stays in the same flow.

Does the invoice currency matter?

Yes. The invoice is created in the company's base currency, and a customer payment settles an invoice automatically only when both are in the same currency.

Review the real workflow

Invoice one real project month in BusinessIntents.

Use a real record or transaction to compare the documented flow with the way your team works today.

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