Timecards: Admin Side

For back-office staff (timecard managers, billers, payroll) managing timecards in Bilflo.

Before you start

You need:

• Admin or back-office role in Bilflo
• Access to Billing and People sections of the sidebar

Where to find timecards

Step 1 — Open a timecard

From any list view, click into a week to see the timecard detail. You’ll see:

• Per-day breakdown (Clock In/Out template or Daily template, matching the job’s collection method)
• Pay breakdown: Straight Time, Overtime, Double Time, Sick, Vacation
• Per Diem and Expenses on the same screen
• Comments thread with the contractor/approver
• Status in the header

Step 2 — Comment or message

• Add a message via the Comments section, but only while the timecard is before Submitted status (StatusId < 7).
• After submission, the comments thread is read-only — denial is the only “comment-able” path.

Step 3 — Approve, deny, or reopen

Step 4 — Force a timecard through (admin override)

If an approver is unresponsive and a deadline is looming:

• Use Move to Processed to push the timecard past approval into billing/payroll-ready status.
• This bypasses the approver workflow entirely — use only when authorized.
• Status goes to Processed (6) — locks the timecard from edits.

Step 5 — Recalculate

Use Recalculate on a timecard after you’ve changed rates, hours, or burden mid-cycle.

Important caveats:

• Recalculate does not work on Processed (Status 6) timecards. Reopen the timecard first.
• Recalculate runs two stored procs behind the scenes: CalculateTransactionData and CalculateBurdenGP. If a timecard was created via the old workflow and is in Did Not Work status, recalculate may not write to the table current reports read from — verify on Did Not Work records by spot-checking the transaction records.

Step 6 — Move to invoicing / payroll

The lifecycle for a healthy timecard: Submitted → Approved → Processed → Exported

Filtering and finding timecards

On any list view:

• Search by contractor, client, job title, or week-ending date
• Date range filter
• Click column headers to sort
• Filter by Status

Status lifecycle (full reference)

Common admin pitfalls

Appendix — Approver Portal (Client-Side)

Your client-side approvers — supervisors and managers at your client facilities — use a different URL and a simpler UI. As an admin, you set up the approver list on the Contract Job; this appendix is so you can answer their questions.

Approver entry points

What the approver sees

• List of pending timecards across all contractors and jobs they’re assigned to approve
• Click into any one to see the per-day breakdown and totals

Approver actions

Approver permissions are set on the Contract Job

You set what each approver can do when you added them to the Contract Job:

• Can Approve Time — required for timecard approval
• Can Approve Per Diem — if enabled, they approve per-diem reimbursements
• Can Approve Expenses — if enabled, they approve expense reports
• View Invoices — read-only invoice visibility

If you set up an approver chain (sequential approval), the second/third approvers won’t see the timecard until prior approvers have signed off.

Common approver pitfalls