Timesheet Approval by Client

Overview

Client timesheet approval requires clients to review and approve hours before invoicing, ensuring alignment and preventing billing surprises.

Workflow

1. Employee Logs Time: Standard time entry process
2. Internal Approval: Manager reviews and approves
3. Client Review: Hours sent to client portal
4. Client Approval: Client approves or questions entries
5. Billing: Only approved hours invoiced

When Required

Contractual Obligation

• Government contracts (common)
• Large enterprise clients
• Regulated industries
• Fixed-price with time verification

Voluntary Transparency

• Build client trust
• Reduce disputes
• Demonstrate value
• Strengthen relationships

Benefits

For Provider

• Faster payment (pre-approved)
• Fewer disputes
• Client engagement
• Early feedback on scope issues

For Client

• Visibility into work performed
• Control over billing
• Real-time project monitoring
• Budget management

Implementation

Client Portal Access

• Secure login for client
• View-only or approve permissions
• Mobile access
• Email notifications

Approval Frequency

• Weekly: Frequent feedback, more overhead
• Bi-weekly: Balance of frequency and efficiency
• Monthly: Less overhead, potential for surprises

Dispute Resolution

• Client questions entry
• Provider explains or corrects
• Discussion documented
• Final resolution logged

Challenges

Delayed Approval

Client slow to review, delays invoicing. Solution: Auto-approve after 5 days, escalation process.

Nitpicking

Client questions every entry. Solution: Detailed descriptions, educate on value, set expectations.

Scope Creep Denial

Client refuses to approve legitimate hours. Solution: Reference contract, escalate to management, clear change order process.

Best Practices

1. Clear Descriptions: Help client understand value
2. Group Logically: By deliverable, not scattered
3. Set SLA: Client approval within 3-5 business days
4. Auto-Approve Option: After grace period
5. Educate Client: Explain approval process upfront
6. Document Everything: Approvals are binding

Tools Supporting Client Approval

• Harvest: Client approval workflow
• FreshBooks: Client time review
• Productive.io: Client portal with approval
• BigTime: Enterprise client sign-off
• Bonsai: Freelancer client approval

Legal Considerations

Approved Time as Contract

Once approved, client has agreed to pay. Documentation crucial for disputes.

Modification After Approval

Changes require new approval or explanation. Audit trail essential.

Non-Approval Rights

Define in contract what happens if client doesn't approve. Typical: Auto-approve after X days.