Review and Approve Expense Sheets

Expense Sheets in ClickTime must be reviewed and approved before they can be finalized or marked as paid. This process ensures that expenses are accurate, properly categorized, and compliant with company policies.

⚠️ Important: The Expenses Module is an add-on feature and not included in standard ClickTime plans. Please contact ClickTime Support (support@clicktime.com)if you’d like to add this module.

Notifications to Approvers

Expense Sheet Approvers (Administrators or Managers with the correct permissions) are notified when there are Expense Sheets to review:

• Email Notifications – Approvers receive an email when a sheet is submitted.
  
• Dashboard Notifications – Pending sheets appear as a notification tile on the Company → Dashboard page. Clicking the tile opens the review screen.
  

Reviewing Expense Sheets

1. Navigate to Company → Expenses
2. Use Filters to narrow results by:
   • Status (Waiting for Approval, Approved, Paid, Rejected)
   • Date Range
   • Approver
   • Expense Sheet Owner
3. Expand a sheet by clicking the row to view all included Expense Items.  Interact with the "eye" icon on any expense item row to show additional details about that expense item.
   

Approving Expense Sheets

1. From the Expense Sheet Review list, check the box next to one or more sheets.
2. Click Approve in the top-right corner.
   
3. Optionally, add a comment to provide context.
   
4. Once approved:
   • The sheet is locked from further edits.
   • The employee receives an email notification.

💡 Tip: Only the designated Expense Sheet Approver (or an Administrator) can approve a specific employee’s sheet.

Rejecting Expense Sheets

• Pending Expense Sheets: Approvers can reject sheets that contain errors or incomplete details. A rejection requires a comment, which is sent to the employee via email.
• Approved Expense Sheets: Only Administrators can reject already approved sheets. This reopens them for editing and resubmission.
  

⚠️ Managers need the unlock/un-approve permission (enabled by an Administrator in Company → Preferences) to reject Expense Sheets.

Marking Expense Sheets as Paid

After approval, Expense Sheets may be marked as Paid:

1. From the Expense Sheet Review page, select the approved sheets.
2. Click Mark as Paid.
   
3. Enter payment details (optional check number and comment).
4. Once marked as paid:
   • Only Administrators can revert to Unpaid.
   • Reverting erases any entered check numbers.

Summary

The Expense Sheet approval workflow in ClickTime ensures proper oversight of employee expenses. Managers and Administrators can:

• Review pending submissions
• Approve or reject based on accuracy and compliance
• Lock expenses once approved
• Mark approved sheets as paid for reimbursement tracking

This process provides accountability, transparency, and accurate financial records across your organization.