How to Streamline Client Approval Workflows for Timesheets

The Approval Bottleneck Problem

Getting timesheets approved shouldn't take longer than the work itself. Yet many businesses spend days or even weeks chasing client signatures, leading to delayed payments and frustrated teams.

Common Approval Workflow Problems

• Email chains: Lost in inbox, forgotten, no tracking
• Physical signatures: Requires in-person meetings or mail
• Portal fatigue: Clients don't want another login
• Version confusion: Which timesheet is the latest?
• No accountability: Who's holding up the process?

The Solution: Frictionless Approval Systems

Modern timesheet approval should be as simple as clicking a link. Here's what that looks like:

1. No Client Login Required

The biggest friction point in traditional systems is requiring clients to create accounts. The best approval workflows use secure, one-time links that let clients review and approve instantly.

2. Clear, Professional Presentation

Approval emails should include:

• Project name and period at a glance
• Total hours and amount
• Direct link to review details
• Clear approve/reject buttons

3. Complete Audit Trail

Every action should be logged:

• When the request was sent
• When it was viewed
• Who approved/rejected
• Timestamp and IP address (for compliance)

Implementing Better Approval Workflows

Step 1: Choose the Right Tool

Look for software that offers:

• Secure link generation (no client accounts)
• Email notifications
• PDF attachment option
• Rejection with comments
• Automatic reminders

Step 2: Standardize Your Process

Create a consistent approval workflow:

• Internal review (catch errors first)
• Generate professional PDF
• Send approval request with deadline
• Follow up if no response in 48 hours
• Process approved timesheets immediately

Step 3: Communicate Expectations

Set clear expectations with clients:

• How often they'll receive approval requests
• Expected turnaround time
• What to do if they have questions
• Who to contact for issues

Measuring Approval Workflow Success

Track these metrics to ensure your new process is working:

• Average approval time: From sent to approved
• First-attempt approval rate: Approvals without rejection
• Client satisfaction: Are they happy with the process?
• Payment timeline: Days from approval to payment

Conclusion

Streamlined approval workflows don't just save time—they improve client relationships and cash flow. By removing friction from the approval process, you make it easy for clients to say yes.

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Experience frictionless approvals with AZ Sheets. Our secure link system means clients can approve in seconds, no login required. Start your free trial.