Timesheets that build themselves from tracked time.
Digital timesheets that populate automatically from tracked hours, route through a clear approval step, and export directly to payroll — no spreadsheet reconciliation.
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Why manually-built timesheets are where payroll errors start
A timesheet that employees fill out from memory at the end of the week is, structurally, a guess formatted to look precise. People round to the nearest half hour, forget breaks, or misremember which project they worked on when — and none of it is deliberate dishonesty, it’s just how memory works. The payroll team then has to trust numbers that were never actually measured.
StaffTiming’s timesheets build themselves from the time already tracked through the day, broken down by project and task automatically. Employees review and submit rather than reconstruct from scratch, and managers approve with the underlying tracked-time detail visible, not just a submitted total to take on faith.
Everything this covers
Auto-populated from tracked time
Timesheets build themselves from logged hours — no manual re-entry of what was already tracked.
Manager approval workflow
Submitted timesheets route to a manager for review before finalizing, with full detail visible.
Weekly, bi-weekly, and custom periods
Configurable pay period alignment to match your existing payroll schedule.
Break time tracking
Break periods logged and excluded automatically from billable/payable totals.
Overtime flagging
Automatic flagging when tracked hours cross overtime thresholds, before payroll processes it.
Direct payroll export
Approved timesheets export in formats ready for payroll processing, including QuickBooks sync.
Ready to see this running on your team?
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Why teams choose this over the alternative
Built from real tracked data
Timesheets reflect what was actually logged, not end-of-week reconstruction.
Clear approval trail
Every submitted and approved timesheet is recorded, useful for both payroll accuracy and disputes.
Overtime caught before payroll, not after
Automatic flagging prevents overtime surprises at the payroll stage.
Export-ready, not export-eventually
Payroll formats and QuickBooks sync mean no manual reformatting before processing.
The timesheet approval workflow
- Hours fill in automaticallyTimers, clock-ins and GPS check-ins populate each day; breaks are recorded, not assumed.
- Employees review and submitThey add notes or missing entries, which are marked for approval.
- Managers approve or returnExceptions such as overtime, edits and missed punches are highlighted, so review takes minutes.
- Approved hours export to payrollOvertime is already separated; export or sync to QuickBooks.
What a good timesheet includes
| Field | Why it matters |
|---|---|
| Pay period dates | Matches the payroll cycle (weekly, bi-weekly or custom) |
| Daily start, end and break times | Proves hours worked and break compliance |
| Hours by project or client | Feeds billing and project costing |
| Regular vs overtime hours | Applies the correct pay rates |
| Leave and holidays | Keeps paid time off separate from worked time |
| Approval trail | Shows who approved what, and when, for audits and disputes |
Digital vs paper timesheets
Paper and spreadsheet timesheets rely on memory and re-typing, and both are where payroll errors start. Digital timesheets built from tracked time are more accurate, faster to approve and easier to audit. Read why businesses are switching to digital timesheets.
Need to check hours by hand? Try the free time card, weekly hours and decimal time calculators.
Common questions
Can employees still submit manual time if they forgot to track?
Yes — manual entries are supported but flagged distinctly from auto-tracked time, and route through the same approval step.
How does overtime get calculated?
Based on configurable thresholds (daily and/or weekly) that match your jurisdiction’s overtime rules — flagged automatically once tracked hours cross them.
Can I customize the pay period to match our existing payroll cycle?
Yes — weekly, bi-weekly, semi-monthly, and custom periods are all supported.
What happens if a manager rejects a submitted timesheet?
It’s sent back to the employee with the manager’s note for correction and resubmission — nothing gets silently altered.
What is timesheet software?
Software that records hours worked, organises them by pay period and project, and routes them for approval before payroll and invoicing.
How long does timesheet approval take?
With auto-filled timesheets, managers mainly review exceptions, so approval for a team usually takes minutes rather than hours.
Can timesheets show hours per project?
Yes. Each timesheet breaks hours down by project and task as well as by day.
Ready to get started?
Start your free trial today — no credit card required.