How to Use Payroll Time Entries

This guide explains how to manage time entries in Awditify — reviewing employee-submitted hours, manually adding time, approving entries, and linking time tracking data to payroll employees.

Getting to Time Entries

1. Open the client you want to work with.
2. In the left sidebar, under Payroll, click Time Entries.

The Time Entries Page

Summary Bar

At the top of the page, you will see a summary of the currently filtered entries including total hours and entries for the selected period.

Filters

Use the filter row to narrow down what you see:

• Status — filter by Pending, Approved, Rejected, Submitted, or Unlinked.
• Employee — filter to a specific employee.
• Source — filter by Manual (entered by you) or Time Tracking (submitted via the time tracking module).
• Entry Type — filter by Regular, Overtime, Vacation, Sick, Holiday, or Unpaid.
• Date Range — choose from preset periods: Current Week, Last Week, Current Month, Last Month, or Custom.

The Time Entries Table

Each row shows:

• Checkbox — for bulk selection.
• Employee — who the time belongs to.
• Date — the date the time was recorded for.
• Type — Regular, Overtime, Vacation, Sick, Holiday, or Unpaid (shown as a badge).
• Hours — the number of hours.
• Status — Pending, Approved, Rejected, Submitted, or Unlinked.
• Source — Manual or Time Tracking.
• Notes — any notes attached to the entry.
• Actions — Approve, Reject, Edit, Link, Delete (availability depends on source and status).

Pagination

The list shows 50 entries per page. Use Previous/Next at the bottom to navigate.

Understanding Time Entry Sources

Manual Entries

Created by you (the bookkeeper or admin) directly on this page. Manual entries start with a Pending or Submitted status and need approval before they flow into payroll runs.

Time Tracking Entries

Submitted by employees through the time tracking module. These entries may arrive as Unlinked — meaning they need to be connected to a payroll employee before they can be used in payroll.

Adding a Manual Time Entry

1. Click the Add Time Entry button.
2. Fill in the dialog:

• Employee (required) — select from the dropdown of active employees.
• Date (required) — the date the time was worked. Defaults to today.
• Entry Type (required) — Regular, Overtime, Vacation, Sick, Holiday, or Unpaid.
• Hours (required) — the number of hours worked.
• Notes (optional) — any additional notes.

3. Click Save.

The entry appears in the list with a Pending status.

Approving and Rejecting Entries

Approve a Single Entry

Click the Approve button (checkmark icon) on the entry's row. The status changes to Approved. Approved entries are eligible to be included in payroll runs.

ℹ Info: Manual entries must be in Submitted or Pending status to be approved. Time tracking entries that are already linked to an employee are automatically approved.

Reject a Single Entry

Click the Reject button (X icon). The status changes to Rejected. Rejected entries are excluded from payroll runs.

Bulk Approve

1. Check the boxes for the entries you want to approve.
2. Click the Approve Selected button at the top.
3. All selected entries that are eligible (manual, submitted/pending status) are approved.

✓ Tip: Only manual entries with Submitted or Pending status can be bulk approved. Time tracking entries and already-approved entries are skipped.

Approve All Pending

Click Approve All at the top to approve every pending manual entry in the current view at once.

Linking Time Tracking Entries

Time entries from the time tracking module may arrive without being connected to a payroll employee. These show as Unlinked status.

To link an entry:

1. Find the entry with Unlinked status.
2. Click the Link button (link icon).
3. A dialog opens. Select the Payroll Employee this time belongs to.
4. Click Link.

The entry is now connected to the employee and its status updates. It becomes eligible for payroll.

ℹ Info: You can only link time tracking entries that have a status of Unlinked. Already-linked entries cannot be re-linked.

Editing and Deleting Entries

Edit

Click the Edit button (pencil icon) on a manual entry. You can change the employee, date, type, hours, and notes. Time tracking entries cannot be edited from this page.

Delete

Click the Delete button (trash icon) on a manual entry. Confirm the deletion. Time tracking entries cannot be deleted from this page — they must be managed in the Time Tracking module.

⚠ Warning: Deleting an approved time entry after it has been included in a payroll run will not retroactively adjust the run. You would need to recalculate the payroll run separately.

How Time Entries Flow into Payroll

1. Time entries are created (manually or from time tracking).
2. Entries are reviewed and Approved.
3. When you create a payroll run, approved time entries for the run's pay period are pulled in automatically.
4. Hours from time entries appear on the employee's pay stub.
5. Overtime, vacation, and sick hours are calculated and displayed separately on the pay stub.

Entry Types Explained