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Fleet operators submit timesheets via their mobile app at the end of each shift. As an admin, you review these entries before they flow into payroll. Approval locks the entry and includes it in the next pay run - rejection sends it back to the operator for correction.
Timesheet entries are submitted by fleet operators through the Fleet Operator Portal mobile app. If entries aren't appearing, check that operators are completing their Clock Out step at the end of each shift.
Step 1 - Open Pending Timesheets
- Navigate to Timesheets in the left sidebar.
- The default view shows Pending entries - all timesheets waiting for your review.
- You'll see the operator name, date, clock-in/clock-out times, and calculated pay.
Enable Timesheet Submitted notifications in Settings → Notifications to receive an email or in-app alert whenever a fleet operator submits a timesheet. This keeps you on top of approvals in real time.
Step 2 - Review Each Entry
Click any timesheet row to expand the full detail view:
| Field | What to Check |
|---|---|
| Clock In / Clock Out | Times should match the driver's actual shift - compare with GPS history if needed |
| Break Duration | Verify breaks were taken as required by your jurisdiction |
| Ordinary Hours | Regular hours at base rate - confirm no errors |
| Overtime | Hours beyond the threshold in Pay Settings - verify they were genuinely worked |
| Penalties | Weekend/public holiday/late-night loadings - check the date and times |
| Allowances | Meal, travel, and other allowances - confirm eligibility |
| Calculated Pay | Total gross for this shift based on your Pay Settings configuration |
For any timesheet that looks suspicious, click View GPS Track to see the actual vehicle movement for that shift. GPS data doesn't lie - this is your best verification tool.
Step 3 - Approve or Reject
To Approve
- Click Approve on the individual entry, or
- Select multiple entries with checkboxes and click Bulk Approve to approve all at once.
Approved entries are locked - neither the operator nor the admin can edit them. They move to Approved status and are included in the next pay run.
To Reject
- Click Reject on the entry.
- A text field appears - enter a reason (required). This is sent to the operator.
- Click Confirm Rejection.
The entry returns to the fleet operator's app as Rejected with your reason. They can correct and resubmit.
Once a timesheet is included in an Approved Pay Run, it can no longer be rejected. Ensure all corrections are made before running payroll.
Step 4 - Bulk Approve (Recommended for Efficiency)
For large teams, individual approval is slow. Use bulk approve:
- Use the date filter to show all timesheets for a specific pay period (e.g., last fortnight).
- Review spot-checks on a few entries.
- Select all pending entries using the header checkbox.
- Click Bulk Approve - all selected entries are approved in one action.
The Admin and Manager roles can approve timesheets. Fleet Operators and Clients cannot. Configure roles in Settings → User Roles.
Timesheet Statuses
| Status | Meaning |
|---|---|
| Pending | Submitted by operator, awaiting review |
| Approved | Locked for payroll - included in next pay run |
| Rejected | Returned to operator for correction |
| In Pay Run | Included in an approved pay run - fully locked |
Troubleshooting
| Issue | Solution |
|---|---|
| No timesheets appearing | Check operators are clocking out via the mobile app |
| Calculated pay seems wrong | Review Settings → Pay Settings for base rates and thresholds |
| Can't bulk approve | Ensure you have Admin or Manager role |
| Approved entry needs correction | Void the pay run if payroll hasn't been exported; otherwise issue a correction in the next run |
Last updated: 2026-03-13