Timesheets and Invoicing
Turn rostered work into reviewable timesheets.
Timesheets help providers prepare drafts from rostered shifts, let staff review and submit, support manager approval or return, and prepare payroll export files.
Before you begin
Before processing timesheets, make sure you have completed the following. Important: Payroll Export prepares approved timesheet data for your payroll process. It does not automatically submit information to your payroll system.
- Created and published staff rosters.
- Configured staff profiles.
- Completed rostered shifts.
- Recorded any sleepover or active night shifts.
- Submitted any required shift reports or notes.
Recommended setup order
For the best experience, we recommend managing timesheets in the following order.
1 Publish your rosters
Timesheets are generated from published rostered shifts.
Before processing timesheets, ensure your rosters have been reviewed and published.
2 Generate draft timesheets
Open the Timesheets module and prepare draft timesheets for the selected pay period.
Draft timesheets automatically capture roster information, reducing manual data entry for your workforce.
3 Staff review & submit
Ask employees to review their draft timesheets and confirm:
- Hours worked
- Shift details
- Sleepover or active night information
- Notes or reports (where required)
Once reviewed, staff submit their timesheet for manager approval.
4 Review submitted timesheets
Managers review submitted timesheets to ensure all recorded information is accurate.
BondiByte provides dedicated workflow views to help manage progress, including:
- Submitted
- Approved
- Returned
- Not Submitted
These views make it easy to identify outstanding timesheets and manage payroll deadlines.
5 Approve or return for changes
Approve accurate timesheets when they are ready for payroll preparation.
If corrections are required, return the timesheet to the employee with comments so they can update and resubmit it.
Keeping managers involved in the approval process improves payroll accuracy and reduces downstream corrections.
6 Export for payroll preparation
Once all timesheets have been approved, export the payroll data for use in your payroll preparation process.
The exported file can then be reviewed and imported into your payroll system according to your organisation's payroll procedures.
Understanding timesheet statuses
Draft Timesheet
A timesheet automatically prepared from the published roster. Draft timesheets require staff review before submission.
Submitted
A timesheet that has been reviewed and submitted by the employee for manager approval.
Approved
A manager-approved timesheet that is ready for payroll preparation and export.
Returned
A timesheet that has been sent back to the employee for corrections before it can be approved.
Not Submitted
A draft timesheet that has not yet been submitted by the employee. This view helps managers quickly identify outstanding submissions before payroll processing.
Sleepover Handling
Where applicable, BondiByte separates initial active hours, sleepover hours and final active hours, helping ensure sleepover shifts are recorded accurately according to your organisation's operational requirements.
Payroll Export
A payroll-ready export containing approved timesheet information. Note: Payroll Export prepares data for your payroll workflow. It is not a direct payroll submission or payroll integration.
Best practice
- Ensure roster information is accurate before generating draft timesheets.
- Encourage staff to submit timesheets promptly after completing shifts.
- Link shift reports and operational notes to completed rostered work where required.
- Review outstanding or missing timesheets before preparing payroll exports.
- Complete manager approvals before exporting payroll data.
Common mistakes to avoid
- Automatically approving timesheets without manager review.
- Exporting payroll data before all timesheets have been approved.
- Forgetting to follow up missing timesheets before payroll deadlines.
- Making manual changes without confirming the original roster information.
- Assuming Payroll Export automatically sends data to your payroll system.
What to do next
Related guides
Light Rostering
Schedule shifts on a simple week or fortnight calendar for clients who are not tied to a site. Add a shift quickly, assign staff with conflict warnings, publish to notify staff, record shift reports, and attach client billing line items.
Staff WorkflowsStaff Portal
Help staff use portal access for shifts, availability, interest, swaps, cancellations, timesheets, reports, documents, notifications, and profile details.
Timesheets and InvoicingInvoicing
Prepare billing context and service agreements, generate and review invoice drafts, download PDFs, and run the invoice email and remittance workflow.
Need help applying this setup path?
Book a BondiByte demo and we can walk through the right setup order for your provider.