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Rejecting a timesheet sends it back to the person so they can fix it. It is called Request changes, and a reason is always required.

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What rejecting does

The whole period returns to the person.
  • Every submitted entry goes back to draft, carrying your reason.
  • The period status becomes Changes requested.
  • Your reason appears at the top of their timesheet, in red, with your name.
  • The affected entries show as Rejected until they are redone.
  • They get a notification with your reason in it.
Nothing is deleted. Every hour they tracked is still there, and editable again.
There is no rejected status stored on a timesheet. The period reads Changes requested, and the entries go back to draft with the reason attached. That is why the same entry never reads “Draft” in one place and “Rejected” in another.

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Rejecting vs fixing it yourself

Before you send a whole week back, ask whether you can fix it yourself. Correcting in place needs time.editOthers. It works even while the entry is still submitted, so the period stays under review. See /approvals/approve-a-timesheet.

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Two ways to reject

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From the row menu

1

Open the queue

Go to Approvals → Timesheets → Awaiting approval.
2

Open the row menu

Click ⋮ at the end of the person’s row and choose Reject….
3

Write a reason

A dialog opens with a required Reason for rejection field.
4

Confirm

You get Changes requested. and the row leaves the queue.

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From the review screen

1

Open the review

Click the row to see the entries, the money, and the history.
2

Click Request changes

It sits in the sticky bar at the bottom, next to Approve.
3

Write a reason

The dialog names the person and counts the entries: “These entries will be sent back to draft so <name> can edit and resubmit them. A reason is required.”
4

Confirm

You get Changes requested – sent back to the submitter. and go back to the queue.

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Why a reason is required

The reason is the whole point. Without it, the person only knows something is wrong, not what. The rule is enforced twice – the dialog will not let you confirm an empty reason, and the server refuses one too. If you try, you see “A reason is required to reject time entries.” Write what needs to change, not that something is wrong. Your reason is stored in the activity log forever, next to your name and the time.

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Example

Jonas Bergman submits a 38-hour week at Northwind Studio. Priya Raman opens the review and sees 12 hours on Harbor Logistics’ Mobile App marked non-billable. That project has a 600-hour budget and every hour should be billable. She clicks Request changes and writes “The 12 hours on Mobile App are marked non-billable – they should be billable against the Harbor Logistics budget. Please flip them and resubmit.” Every entry in Jonas’s week returns to draft. He sees the red panel at the top of his timesheet with Priya’s name and reason. The 12 affected rows are tinted so he can find them fast. Jonas flips the flag and resubmits. At his 120/hourbillablerate,those12hoursarenowworth∗∗120/hour billable rate, those 12 hours are now worth **1,440** to the project instead of nothing. The activity log now reads: Submitted, Requested changes (Priya, with the reason), Resubmitted.

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Permissions

Supervision scope applies. You can only act on the periods of people you supervise.

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Plan gating

Requesting changes is Pro, the same as approving. On the Free plan the item carries a Pro badge and opens the upgrade dialog. The submission stays in the queue, unchanged, until the workspace upgrades.

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What happens next

  • The period status becomes Changes requested.
  • Every submitted entry in the period returns to draft, with your reason.
  • The person is notified, with your reason in the message.
  • They can edit and resubmit. A resubmit clears the previous verdict and starts a fresh review.
  • The row moves from Awaiting approval to History, with the status Changes requested.

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Common questions

No. Requesting changes returns the whole period. To fix one entry, correct it in place instead.
Never. Every entry is preserved exactly as tracked, back in draft so it can be edited.
Not directly. An approved period has to be reopened first, by an owner or admin.
Yes. The reason is shown with your name on their timesheet, in their notification, and in the activity log.
No. The activity log is append-only. If you need to add something, correct the entries yourself or write a comment when you approve the resubmission.
Ask the person to resubmit straight away, and approve it. The log will show the sequence honestly.

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Troubleshooting

  • “A reason is required to reject time entries.” Type something in the reason field before confirming.
  • “Say what needs changing, so they know what to fix.” The server rejected an empty or whitespace-only reason.
  • “Someone else changed this while you had it open.” Another reviewer acted first. Reload.
  • “This has already been submitted.” The state moved under you. Refresh the queue.
  • The Reject item carries a Pro badge. The workspace is on the Free plan.

Approve a timesheet

The review screen and the approve flow.

Edit a submitted timesheet

What the person does after you send it back.

Reopen an approval

Send back a period you already approved.

Timesheet statuses

Where a rejected period sits in the state machine.

Approvals overview

The queue, the filters and the history.

Billable vs non-billable

The flag that causes most rejections.