Approve and export timesheets for payroll
If your timesheets need approval, approve each day’s once it is submitted. At the end of the pay period, download them as a spreadsheet or a PDF for your payroll person.
Step 1: Approve the day’s timesheet
If Timesheets need approval before payroll is on (in Menu → Payroll, under Timesheet approval; off to start), whoever runs the shift submits its timesheet once everyone is signed out, with Submit timesheet at the bottom of it. It locks, and the approvers are told.
- The approvers open the Timesheets tab: Waiting for your approval lists each one, with who submitted it.
- Open one and check it, then Approve it (the hours are final and payroll counts the day), or Send back with a reason, so it opens again to be fixed and submitted again.
With approval off, payroll counts each day as soon as it is done. A department with Timesheets before payroll on in its approvals keeps its own rule. Approving shows names, times and hours, never pay. Submit and approve timesheets.
Step 2: Download the pay period
Open Menu → Payroll.
- Tap Download next to Download timesheets.
- Pick This pay period or Last pay period, then choose a spreadsheet (CSV) or a PDF.
You get every timesheet in the period: hours, breaks, premiums, notes and department. CSV files open in Excel, Numbers or Google Sheets.
Good to know
- One shift only? Open its Timesheet and tap Download. Its PDF ends with a break sheet: every break, who took it and whether it was paid.
- Downloading needs permission to export data or run payroll.
- For one line per person for your payroll program, use the payroll summary.