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.

Watch the walkthrough

Prefer to see it done? The short video below walks through the same steps in the live product.

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.
The core workflow in mind: rostered work, automatic draft, staff review, manager approval, payroll export.

Recommended setup order

The steps below follow the automated workflow end to end: turn on draft generation, let staff review and submit, approve as a manager, then export for payroll.

1 Enable automatic draft timesheet generation

Automatic draft generation is controlled at two levels. First, an Owner or Admin enables automatic draft timesheet generation in Automation & Capacity Controls. Second, the organisation configures the operational timesheet rules under Configuration, in Rostering rules.

Automatic generation is an automation workflow and consumes Automation Capacity. If the automation is disabled or unavailable, manual timesheet workflows remain available.

Automation and capacity controls with automatic draft timesheet generation — Enable the capability in Automation & Capacity Controls.

BondiByte Configuration menu — The operational rules live under Configuration.

2 Configure when drafts are created

In Rostering rules, enable automatic draft creation at the end of each period, choose the generation delay, and decide whether staff should receive an email when their draft is ready.

Automatic generation creates drafts only. Staff still review and submit them, and managers still approve submitted timesheets.

Rostering rules section in Configuration — Rostering rules holds the timesheet automation settings.

Automatic draft timesheet settings toggle — Turn on automatic draft creation for each period.

Generation delay setting for draft timesheets — The delay after period end before drafts generate.

3 Staff review and submit the draft

When notifications are enabled, staff receive an email when their draft is ready. In the BondiByte Staff app they open the relevant period, review the roster-derived lines, make permitted corrections with reasons or notes, and submit the timesheet for manager review.

Automatic does not mean locked: the system prepares the draft, but the staff member still confirms what was actually worked before submission.

Email notifying a staff member that their draft timesheet is ready — The draft-ready email staff receive.

BondiByte Staff app home screen — The Staff app home screen.

Timesheets list in the BondiByte Staff app — The staff member's timesheets in the app.

Editing a draft timesheet in the BondiByte Staff app — Reviewing and correcting a draft before submission.

4 Monitor the period from the Timesheets workspace

The Timesheets workspace provides status views for Submitted, Approved, Returned, Not submitted, and All records. Not-submitted drafts remain visible so managers can follow up with staff before payroll deadlines.

Timesheets workspace overview for managers — The manager view of the timesheet period.

Timesheet list filtered by status for the period — Status views: Submitted, Approved, Returned, Not submitted.

5 Review, confirm pay levels and approve

Open a submitted timesheet, review each shift line, and confirm the relevant pay levels. Then approve the timesheet, or return it for changes with comments so the staff member can update and resubmit.

Keeping managers involved in the approval step improves payroll accuracy and reduces downstream corrections.

Opening a submitted timesheet for review — Open a submitted timesheet.

Applying pay levels to timesheet lines — Confirm pay levels on the timesheet lines.

Manager approval actions on a submitted timesheet — Approve, or return for changes.

6 Navigate timesheet periods

Use period navigation to move between the current, previous, last-completed, and other available periods. Before payroll, check for not-submitted or returned timesheets and confirm the intended records are approved.

Timesheet period navigation controls — Moving between timesheet periods.

7 Export approved timesheets for payroll

BondiByte exports approved timesheets as CSV files for MYOB and Employment Hero. The exported file is then reviewed and imported into your payroll system according to your organisation's payroll procedures.

Payroll Export prepares data for your payroll workflow. It is not a direct payroll submission or a live payroll integration.

Payroll export format selection showing MYOB and Employment Hero — CSV export formats for MYOB and Employment Hero.

8 Understand sleepover handling

Where a rostered sleepover shift is configured with active segments, timesheet generation represents it as the first active segment, the sleepover allowance, and the second active segment, so sleepover work is recorded accurately.

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.

Generation delay

The number of hours after a roster period ends before draft generation runs, giving late shift edits time to land first.

Automation Capacity

Automatic draft generation is an automation workflow and consumes Automation Capacity. Manual timesheet workflows remain available if the automation is disabled or unavailable.

Payroll Export

A payroll-ready CSV export of approved timesheet information for MYOB and Employment Hero. 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 drafts generate.
Give draft generation a small delay after period end so late shift edits land first.
Turn on the draft-ready email so staff know a timesheet is waiting for them.
Encourage staff to submit timesheets promptly after completing shifts.
Review outstanding or missing timesheets before preparing payroll exports.
Complete manager approvals and confirm pay levels before exporting payroll data.

Common mistakes to avoid

Assuming automatic generation means automatic approval. Drafts still need staff submission and manager approval.
Exporting payroll data before all intended timesheets have been approved.
Forgetting to follow up not-submitted timesheets before payroll deadlines.
Making manual changes without confirming the original roster information.
Assuming Payroll Export automatically sends data to your payroll system.

Take this guide with you

Download the Timesheets Guide (PDF) A printable version of this guide with the same steps and screenshots.

What to do next

Rostering

Light Rostering

Build and publish a roster 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 Workflows

Staff Portal

Set up staff self-service in the browser Staff Portal and in the BondiByte Staff app for iPhone and Android: shifts, staff availability, leave and time off, shift interest, swaps, cancellations, timesheets, reports, documents, notifications, and profile details.