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Reject a time entry in QuickBooks Online
Summary
If a submitted time entry needs a correction, you can reject it and add a reason. QuickBooks Online notifies the worker and reopens the entry so they can fix it and resubmit.
Why this matters
When time submission is turned on, workers submit their timesheets for your approval instead of leaving them open for ongoing edits. If something's wrong with a submitted entry, rejecting it — instead of editing it yourself — sends it back to the worker with your explanation, so they can make the correction themselves.
Note: Rejecting a time entry is only available when time submission is turned on for your company. If submission is off, admins and managers edit time entries directly instead. Approvals and submission are available on Time Premium and Elite, and Payroll Premium and Elite; not available on Free Time.
Who can reject a time entry
Company admins and primary admins.
People Managers, for their direct reports.
Group Leads (Group Managers), for members of their group.
How to reject a time entry
Go to the Approvals tab.
Find the time entry you want to reject. Entries that have been submitted show a Submitted status.
Select Reject on the entry.
Enter a reason for the rejection when prompted.
Confirm the rejection.
QuickBooks notifies the worker that their time entry was rejected, along with your reason. The entry becomes editable again for the worker, if they have permission to manage their own timesheet. They can correct it and resubmit for your approval.
What happens after you reject a time entry
The entry's status changes to Rejected.
The worker can edit and resubmit it, if they have permission to manage their own timesheet.
If you later approve time for the same period, the entry becomes locked again through the end of the approval period.
Frequently asked questions
Can I reject a time entry without giving a reason? No. When you select Reject, QuickBooks prompts you to enter a reason before the rejection goes through.
How does the worker find out their time was rejected? QuickBooks sends a notification to the worker when you reject their time entry.
Can I edit a time entry myself instead of rejecting it? Yes, if you have permission to manage the entry directly. Rejecting is for sending a submitted entry back to the worker to fix; editing it yourself is a separate action.
What if time submission isn't turned on for my company? Rejecting a submitted entry only applies when submission is on. If it's off, admins and managers edit time entries directly instead.
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