This task is one section of Small business workflows for 20 industries, with 19 related tasks on one page.
1. What to record
Keep the assignment, the rate, the hours, the approval, and the client invoice.
Pay the worker from approved hours as well. Do not invoice the client for hours you have not approved.
2. People and records
On small screens, scroll the table sideways to see every column.
| Record | Who uses it | What to keep |
|---|---|---|
| Assignment | Recruiter | Client, worker, role, start, and rate. |
| Timesheet | Worker | Date, hours, and the assignment. |
| Approval | Client or internal approver | Hours accepted or queried. |
| Invoice | Finance | Approved hours, rate, and the assignment. |
3. One complete cycle
- Open one assignment with a rate.
- Enter hours against that assignment.
- Approve the hours or send them back.
- Invoice the client for the approved hours only.
Expected: The invoice hours equal the approved hours, and queried hours are not on the invoice.
4. Check before you add tools
Do not pay or bill a week that still has hours waiting for approval.
5. Frequently asked questions
Can I bill estimated hours?
Bill approved hours. Keep an estimate off the invoice.
What if the client cuts the hours?
Invoice the accepted number and keep the query on the timesheet.
Does the worker rate have to match the client rate?
No. Store both. Do not show the worker rate on the client invoice.
6. Related articles and next steps
Sample amounts and names in this guide are illustrative. They are not a client result, a price, or legal advice.
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