Time and expenses

Team members log work date, hours and billable treatment on time entries linked to client and engagement. Expenses record date, category, amount, receipt location and whether a cost is billable. Submitted rows give the engagement manager a focused review queue.

• Owner. Delivery Specialist logs time and expenses; Engagement Manager reviews the submitted records.
• Record. Time entries and expenses each point to an engagement and team member, with separate dates and statuses.
• Review. Submitted queues expose time and expense records for separate review.

Decide how staff distinguish time used for delivery from the service entries used for billable approval. Require a client and engagement reference on time records when the work belongs to a client. For expenses, agree who checks category, billable treatment, receipt location and amount. Set the team member reference before submission so a manager can reach the person who did the work. Review who may change submitted or rejected records. Finance Manager should define the separate reimbursement and accounting handoff after an expense is approved.

A specialist may have service work and an expense on the same engagement. The manager checks each source independently: the submitted time entry carries hours and work date, while the expense carries a category and receipt location. Approved expense status does not by itself say a reimbursement was paid.

A strategist logs time for an active client engagement and enters a software expense with a receipt link. Delivery Specialist submits both records. Engagement Manager checks the work date and hours in Time Entries Awaiting Approval, then opens Expenses Awaiting Approval to compare category, amount and receipt. A rejected expense remains distinguishable from one waiting for review. If Finance Manager later records reimbursement, the expense status can show that result, but an approved status alone does not establish payment.

Keep the submitted time and expense queues separate because their records answer different questions. A time entry identifies hours and billable treatment; an expense identifies cost, category and receipt evidence. Compare both against the engagement before summarizing total effort and expense. Service approval has its own decision and receipt on the service entry, so it should not be inferred from a time entry status. If an expense is corrected, ask the original reviewer to inspect the changed amount and receipt before the finance handoff.

• Time Entries Awaiting Approval — Review submitted hours, work dates and linked engagements.
• Expenses Awaiting Approval — Inspect submitted costs and receipts before an expense decision.

Follow engagement delivery and review billing.