Approving and exporting timesheets
Approve a staff member's week to lock in their pay, and export a payroll-ready CSV from VanMan.
Once you've checked a staff member's hours for the week, approving and exporting turns those entries into figures your payroll can rely on.
Approving a week
When you Approve a staff member's week, two things happen:
- Their hourly rate is snapshotted onto each entry, capturing the rate that applied at the time of approval.
- The entries are locked from further edits.
This matters because a later rate change never rewrites pay you've already approved. If someone gets a pay rise next month, their previously approved weeks keep the rate they were actually on.
Make sure every entry for the week is correct before you approve. Once approved, entries are locked, so any change to already-approved pay needs to be handled deliberately rather than by editing the grid.
Permissions
Access is controlled by separate view, edit, and approve permissions. This lets you decide who can simply see timesheets, who can adjust entries, and who is trusted to approve a week and lock in pay. Speak to your admin if you need your permissions changed.
Exporting a payroll CSV
When the week is ready, Export it to a payroll-ready CSV that you can hand straight to your payroll process or accountant.
The export includes:
- Staff and dates
- Start and finish times
- Breaks, hours, rate and pay
- Status, customer, route and notes
The file is UTF-8 encoded, so Excel opens it cleanly with names, suburbs and symbols displayed correctly.
Approve each staff member's week before exporting so the CSV reflects the snapshotted rates and final, locked hours.