Build a Simple Approval Chain
Short, predictable checkpoints prevent last-minute corrections and payroll reruns.
- Daily entry (crew): hours logged to job → phase → cost code
- Weekly supervisor sign-off: foreman reviews submissions and notes
- PM exception review: resolve overtime, miscoding, missing proof
- Office lock: approve the period and prevent edits before export
Cutoff Dates & Closed Periods
Publish a payroll calendar so everyone knows the rules and deadlines.
- Cutoff: entries submitted by Friday 5 PM; approvals by Monday 10 AM
- Lock period: once approved, timesheets are read-only
- Late entries: handle via next-cycle adjustment with a required note
- Audit: store approval history and change logs
Coding & Validation Rules
Design the system so the right choice is the easy choice.
- Picklists only (no free-text) for job/phase/cost code
- Inline checks for OT thresholds and missing fields
- Optional location snapshot for light verification
- Require notes/photos when billing T&M
Handling Exceptions
Solve common issues the same way every time to keep the process fair and fast.
- Missed punch: edit with a required note; supervisor approves
- Miscoding: correct to the right cost code before lock
- Outlier OT: flag for PM review and approval comment
- Disputed hours: attach photos/tickets or EWA for backup
Payroll Readiness Checklist
Verify these items before export to avoid reruns and journal fixes.
- 100% timesheets submitted and approved
- Uncoded hours = 0; all entries mapped to job/phase/code
- Regular vs. OT split is correct; rates/classes confirmed
- Notes/attachments present for T&M or unusual work
Export & Integration to Accounting
Keep project truth in operations and your books clean in accounting—without rekeying.
- Sync approved time to QuickBooks Online (items/accounts mapped)
- Maintain job/phase/cost-code references for reporting
- Post payments and adjustments to correct GL accounts
- Reconcile payroll journal with job-cost reports monthly
How Werx Enables Approvals & Payroll Readiness
The Werx Field App and admin tools drive the cadence from entry to export.
- Daily mobile entry with job/phase/code pickers
- Supervisor and PM approvals with full audit trail
- Locked periods and exception handling
- Clean sync to QuickBooks for payroll and job costs
FAQs About Labor Approvals & Payroll Readiness
Who approves time—and when?
Crew members enter daily; supervisors sign off weekly before payroll; PMs resolve exceptions. The office locks the period and exports to accounting.
What if hours change after the period is locked?
Don’t reopen the period. Record an adjustment in the next cycle with a note and approval to preserve the audit trail.
Can this support different pay classes or rates?
Yes. Use standard cost codes and confirm rate/class at approval. Mapped exports to QuickBooks keep payroll and job costing aligned.
TL;DR Recap
- Daily entry → weekly approvals → locked periods = clean payroll
- Picklists, validations, and a clear exception path prevent rework
- Readiness checklist before export avoids payroll reruns
- Werx unifies approvals and QuickBooks sync for accurate job costs
