Timecards: Contractor Portal
For contractors entering and submitting their time in Bilflo.
Before you start
You need:
- Your Bilflo login (email and password from your welcome invite)
- To know your weekly timecard cycle (week-ending day) — this was set on your Contract Job
- Any per-diem or expense receipts you plan to submit with the week
Logging in
- Go to your company’s Bilflo URL. (Default: app.bilflo.com)
- Log in with the email and password from your welcome invite.
- You land on the contractor dashboard.
Step 1 — Find the outstanding timecard
- Click Timecards in the navigation.
- Click the Outstanding tab (URL: app.bilflo.com
/contractor/timecards/outstanding).
You’ll see one row per week + job that needs time entered. If you have two active assignments, each week shows two rows.
- Click the week-ending row to open the timecard detail.
Step 2 — Enter your time
The UI you see depends on the Time Collection Method set on your Contract Job — one of three layouts:
Daily Timecard (most common)
- One row per day of the week
- Enter total hours worked that day (e.g., 8.0, 10.5)
- If multi-project, split hours across project rows
- Regular / OT / DT are auto-calculated by the system — you don’t pick the pay item
Clock In/Out
- Per day, enter:
- Clock In
- Lunch Start (optional)
- Lunch End (optional)
- Clock Out
- System auto-calculates the day total
- Multiple in/out pairs per day supported (split shifts)
- A live “punch clock” button lets you clock in/out in real time
1099 Daily
- Same as Daily Timecard, but with no W-2-specific fields
Per Diem and Expenses
- Per Diem entries go on a separate modal — click the Per Diem section
- Expenses go on a separate modal — click the Expenses section
- Both attach to the same week’s timecard
Step 3 — Save or submit
Three actions are available at the bottom:
| Action | What it does | When to use it |
|---|---|---|
| Save Draft | Saves what’s entered without sending to the approver. Status becomes Draft. | Mid-week, before all days are filled in |
| Submit | Sends to the approver. Status becomes Submitted. | End of week, when ready for approval |
| Did Not Work | Marks the week as zero hours. Status becomes Did Not Work. | Off week, no shifts worked |
Important about Did Not Work: use this for weeks with no work — don’t just leave the timecard blank. If you skip the week entirely, it shows as Missing to the back-office and can hold up payroll.
Step 4 — What happens after submit
- The timecard moves out of Outstanding and into History.
- The approver(s) for your job get an email notification.
- You can check the status anytime in the History tab.
Editing a submitted timecard
Once submitted, you cannot edit it directly. Options:
- Click Request Edit on the timecard detail → opens a message modal asking the approver or admin to reopen it.
- If the approver denies the timecard, it goes back to Outstanding with status Denied — fix and resubmit (status becomes Resubmitted).
Status meanings
| Status | What it means |
|---|---|
| Draft | Saved but not submitted; only you can see it |
| Submitted | Sent to approver, waiting on approval |
| Resubmitted | Edited and resent after a denial |
| Approved | Approver signed off; ready to be invoiced/paid |
| Denied | Approver kicked it back; fix and resubmit |
| Did Not Work | Week is closed as zero hours |
| Processed | Back-office has moved it to billing/payroll — locked from edits |
| Exported | Pushed to payroll/accounting — fully locked |
Common pitfalls
| Issue | What to do |
|---|---|
| “I don’t see any timecards in Outstanding” | Your job hasn’t been Approved yet, or your start date is in the future — contact your back-office |
| Submitted but want to fix something | Click Request Edit on the detail to ask for a reopen |
| Showed up but the client cancelled the shift | Enter hours honestly per your policy — don’t enter hours you didn’t work |
| Worked at two different facilities the same week | If they’re under different Contract Jobs, you’ll have two separate timecards that week — fill in each |
| Forgot to submit by the deadline | Submit anyway — the system allows late submission but payroll may be delayed |
Who reviews your timecard?
Your timecards go to approvers designated by your back-office on the Contract Job. They use a separate portal (/client/approvals/outstanding) and either Approve or Deny with a comment. You’ll see the status change in your History tab.