Client Approval For Time Entries

Client Approval allows you to get your time entries verified and approved by the clients you’re working for. This would let the clients know the total number of hours you’ve worked for them. The approved time entries alone can later be invoiced to the client.

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Understand Client Approvals

Let us try to understand Client Approval with the help of a scenario.

Scenario: Andy and his team of employees work on a project, for which they are paid based on the number of hours they work. He records the work done by each employee and sends the time entries to his customer for approval. The customer gets to know the exact number of hours spent on each task and the total time spent on finishing the project. Once the time entries are approved by the customer, Andy can invoice the client for the same, thus making the whole process smooth and easy for both the Andy and his client.


Enable Client Approvals

Enable Client Approval

If you haven’t enabled projects and timesheets in the Client Portal, a pop-up will appear asking you to enable it.

Enable Client Approval

Insight: Client Approvals are only available for customers for whom you’ve enabled the Client Portal.


Create Client Approvals

Once you have enabled Client Approval, you can view it by going to Time Tracking and selecting Client Approvals.

Client Approvals are available only for projects for which you’ve enabled them.

To enable Client Approval for a project:

Create Client Approval

There are two ways through which you can create client approvals:

1. From the Client Approvals Module

Create Client Approval

2. From the Timesheet Module

Create Client Approval

Once you choose any of the above methods, you’ll need to fill in the following details:

Create Client Approval

Note: You cannot include the time entries that have already been invoiced in a client approval.

Client Approval Actions

The Client Approvals tab lists all your client approvals which can then be submitted, approved or rejected.

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Approving Client Approvals

There are three ways by which a Client Approval can be approved.

1. From the Client Portal

Approve Client Approval

As soon as a time entry is approved, you will get notified within Zoho Books.

2. From the Timesheet Module

Approve Client Approval

3. From the Client Approvals Module

Approve Client Approval

Rejecting Client Approvals

Client Approvals can be rejected in three ways as well.

1. From the Client Portal

Reject Client Approval

You will be notified if any of your time entries are rejected along with their reason within Zoho Books.

Reject Client Approval

Note: You can use this comment section to exchange messages and discuss about time entries with your clients.

2. From the Timesheet Module

Sometimes, your clients may directly tell you that they don’t approve of an invoice instead of rejecting it from the client portal. In such cases, you can manually mark invoices as rejected. To do so:

Reject Client Approval

3. From the Client Approvals Module

Reject Client Approval

Note: Only submitted client approvals can be marked as rejected.

Other Actions for Client Approval

Let us take a look at some of the actions that can be performed in Client Approvals.

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Edit, Print, Download and Delete Client Approvals

Here are the list of actions that can be performed upon a client approval:

Other Actions in Client Approvals

Client Approval Filters

We have a set of filters based on which you can filter your client approvals and list them.

Client Approvals can be listed based on their status and the customer names. The status can be chosen from the Status dropdown and the customer name can be chosen from Select Customer dropdown. The following are the status filters that are available in Zoho Books for Client Approvals:

Other Actions in Client Approvals

These filters can also be used by your clients from the Client Portal.


Disable Client Approval

Prerequisite: To disable the Client Approvals feature for your organization, you will have to disable Client Approvals for every individual project for which you have enabled client approvals. To do so:

Next, to disable Client Approvals for your organization:

Other Actions in Client Approvals
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