Approving hours and expenses#

Weekly rhythm: the foreman reviews the week’s hours and expenses before they move to invoicing or payroll.

Why approval matters#

• Installer-submitted lines can contain errors (wrong day, wrong task, wrong amount).
• Business needs review: approved line → billed to customer → ELT’s revenue. A bad line → customer complains.
• Tax authority requires: mileage and per diems must be documented sensibly before payroll.

Approving hours#

Field Service → Timesheets or HR → Timesheets.

Filters:

• Only pending approval (state = “Submitted”)
• This week / Last week
• Per installer — if reviewing one at a time

Click a line → you see:

• Which task the hours belong to
• Day’s overall picture (does 8 h fit, or was it a 10-h day?)
• Task’s previous visits (does this make sense as a follow-up?)

Actions on a line:

• Approve — moves to invoicing and payroll
• Edit — change day, amount, description if the installer was wrong
• Reject — bounce back to installer for revision, they get a push notification
• Reassign to task — if the line is on the wrong task, move it

Approving expenses#

Field Service → Expenses or HR → Expenses.

Same flow:

• Filter “Submitted”
• Click → see the receipt image (zoomable)
• Check that expense type matches amount (per diem can’t be 200 €)
• Approve / Edit / Reject

Mandatory checklist#

Approve only after confirming:

1. Hours: day is sensible, no double entries for the same time, no gaps mid-day (other than breaks).
2. Expense types: match tax-authority rules (mileage, per diem).
3. Receipts: visible, not blurry, amount readable.
4. Task state: task has progressed on those hours — if the installer logged 8 h but the task is still “Planned”, investigate.

Recurring checks (not only weekly)#

Tip: if an installer mentions on site that work overran the schedule, check immediately — don’t wait a week. You can prevent wrong estimates in the future.

Troubleshooting#