10,000ft Approvals

Using Time and Expense Approvals is a way to add an extra layer of monitoring between data that is entered and data that is included in your final reporting. Approvals are disabled by default and must be turned on by an account Administrator.

Before turning on Approvals, you’ll need to ask yourself and your team some key questions. The answers will help you configure your account, as well as set up procedures for your team’s workflow.

Questions for approvers:

  • Who will be responsible for approving time? 
  • What will they be responsible for approving? Time for certain people? Departments? Projects? Clients?

Questions for the team:

  • When are they expected to submit their time and expenses for approval?
  • Do they need to submit all their time for the week or just for certain projects?

Turn On Approvals in Account Settings

You can enable approvals for time, expenses, or both. 

You must be an administrator to activate Approvals. To activate approvals, go to Account Settings > Approval Workflow. 

Approval settings:

  • For time entries
    • Enables time approvals
  • For expenses
    • Enables expense approvals
  • Send email notifications for time and expense approvals
    • Sends an email notification to the approver(s) when time or expenses are submitted and a notification along with notes to the submitter when time or expenses are approved or rejected
    • This setting is separate from activity notifications
  • Allow approvers to unlock time and expenses
    • When disabled only Admins will be able to unlock time

How Approvals Affects Incurred Hours and Amounts

After you enable approvals for time entries, a new option for Incurred Hours and Amounts appears: Approved hours only. This allows you to limit incurred hours calculations to approved time only.

Incurred hours and amounts options

Bulk Approve Past Time & Expenses

The first time you enable Approvals, you might want to approve all past time and expenses up to a certain date. 

This action approves all confirmed time and expense entries (whether submitted or unsubmitted). Unconfirmed time entries will not be approved.

To bulk approve past time and expense entries:

  1. In Account Settings, scroll down to the Approval Workflow section and then click Bulk Approve.
  2. Select Save and Continue.
  3. On the Bulk Approve page, select the options you want to use. You can approve all time entries, expense entries, or both up to and including a date you choose.
  4. Select Approve all.

Double check your selections; Bulk Approve cannot be undone.

Bulk approving

Submit Time for Approval

Any active licensed user in your 10,000ft account can submit time for approval. Admins can also submit time on behalf of others, but only if they are a licensed user (time cannot be tracked or submitted for managed resources).

To Submit Time for Approval

  1. On your personal page, go to Time & Expenses
  2. In Time Tracking, enter changes as needed and click Confirm
  3. At the bottom of the time sheet, click Submit for Approval.

     

Time tracking confirmed

People can submit hours at any time, but it’s good to follow a schedule that works for your organization (daily, weekly, biweekly, etc).

Approvals Tab for Team Members

All users have a My Time & Expenses view under the Approvals tab. You can review all of your approved, pending approval, and rejected time or expense entries from the Approval tab on your personal profile.


You can review approved, pending approval, and rejected time (and/or expenses) from the Approval tab on your personal profile. 

To review submitted time:

  • On the Approvals tab, click My Time & Expenses

The left sidebar has filters you can apply to your time and/or expenses: 

  • Time Frame: Use a preset or custom date range. 
  • Type: Switch between time and expenses (if your organization approves both). 
  • Approval Status: Show approved, rejected, or are pending approval status.

Resubmitting Time

You can resubmit a timesheet any time before it's approved. 

  • Edit the time entry you’d like to adjust and then click Re-Submit for Approval.

Resubmit for approval

Submit Expenses for Approval

You can submit hours at any time, but it’s good to follow a schedule that works for your organization (daily, weekly, biweekly, etc).

To Submit Expenses for Approval

  1. On your Personal Page, click Time & Expenses, and then click Expenses. 

  2. Click Add an Expense and fill out the form. When you've added all your expenses, click Submit for Approval

Submit expense for approval

 

You can submit expenses at any time, though you may want to follow your organization's schedule (daily, weekly, biweekly, etc).

Using the Approvals Tab

You can review approved, pending approval, and rejected time (and/or expenses) from the Approval tab on your personal profile.

To review submitted expenses:

  • On the Approvals tab, click My Time & Expenses

 

Use filters on the left side bar to see time by:

  • Time Frame: Use a preset or custom date range. 
  • Type: Switch between time and expenses (if your organization tracks both). 
  • Approval Status: Show approved, rejected, or are pending approval status. 
  • Approver:  Filter items on specific approvers.

Unsubmitted time expenses

Resubmitting Expenses

You can edit resubmit a expense report any time before it's approved.

  • Edit the time entry you’d like to adjust and then click Re-Submit for Approval.

Resubmit for approval

Filter Reports on Approval Status or Approved By

If your account has Approvals enabled for time entries, in Reports you will see new filters for Approved By and Approval Status.

Use these filters to view time entries based on their associated approver or approval status.

For example, use a Time & Fees report grouped by Team Member and filtered by Approval Status to see any unsubmitted hours for each team member across the organization.


Approval Filters In Reports

Use approval based filters to view time entries based on their associated approver or approval status. For example, use a Time & Fees report grouped by team member and filtered by Approval Status to see any unsubmitted hours for each team member across the organization.

  • Approved By: Administrators or Project Managers who approve time will have their names appear in this filter so you can filter time that has been approved by specific people

  • Approval Status: you can filter what time entries appear in your report by filtering for Approved, Pending Approval, or Unsubmitted time

You can also group report data by Approval Status and Approved By.

Bulk Approve Billed Hours

After your team bills their hours, use Bulk Approve in Account Settings to lock all time entries up to and including a particular date.

Only Admins can perform this task.

Warning: Bulk Approval can not be undone.  

To bulk approve billed hours and/or expenses:

  1. In Account Settings, scroll down to Approval Workflow and then click Bulk Approve
  2. Click Save and Continue
  3. Select the items you want to approve, hours, expenses, or both. 
  4. Select the date at which you want to lock and bulk approve all hours or expenses. 
  5. Double check your entries; you can not undo Bulk Approve. When you’re sure you have the settings right, click Bulk Approve.This locks all entries; your team will not be able to make any more changes.

Unlock a Timesheet or Expense Report

You must unlock an approved timesheet if you want to edit it. Admins can always unlock timesheets; approvers can unlock the if enabled to do so.  

To enable approvers to unlock time, go to Account Settings and check Allow approver to unlock time and expenses.

To Unlock a Timesheet or Expense Report:

  1. In Time & Expenses, go to Approvals
  2. On the left side bar, click Approval Status, and then select Approved
  3. On the left side bar, click People and then select the names you want to work with. 
  4. Click Unlock in the lower right corner of each item you want to unlock.

Approve Time and/or Expenses

In addition to the My Time & Expenses view, Admins and Approvers have Approver View. Approvers see this view by default.  Approver View shows current and previous timesheets for all people they’re assigned to approve. 


By default, Approver View shows all pending time entries for the prior week. Use filters to adjust the time frame or show only specific groups of time entries, such as time for an individual project or client, to see rejected time entries, or change the date range.

In the Approver View, submitted time entries are grouped into weekly timesheets. Each timesheet shows the hours tracked for each project by that person for that week. For each project, the total confirmed and scheduled hours are shown along with a computed difference (positive for more than scheduled, negative for less than scheduled).

Click a project row to see they day-by-day breakdown of hours, including related categories and notes. For more detail, click a name in the timesheet to navigate to that person’s profile page  where you can view individual time entries. 


Contractors cannot see other users’ profile pages.

Approving Time and/or Expenses

  • To approve time, click Approve & Lock at the bottom of the timesheet. 

This approves all time entries for the week, locks the associated time entries, and notifies the person that their timesheet has been approved.

Approving Time For Specific Projects

You can use filters to approve hours for a specific project or projects. First, select a client in the filter menu to only show projects for that client in the timesheet. Click Approve & Lock to approve the hours for the shown project(s).

Rejecting Time

  • Enter a note (required) and then, at the bottom of the timesheet or report, click Reject.  This resets the entries to unsubmitted and notifies the person to resubmit their time or expenses.

If notifications are enabled, the submitter will receive an email notifying them their time or expense was rejected, along with the associated note.

Rejecting time or expense submissions reverts the entry into an unsubmitted state. The submitter needs to adjust their time or expense entry, and re-submit it for approval.