Accounting Role Guide
What accounting staff do in this app
Accounting is the primary user of this platform. You run payroll-related reports, review and approve time corrections, generate client invoices, and monitor the sync status between the app and the source Google Sheet. Most of the number-crunching workflows start and end with the accounting role.
Your daily tasks
These are the things you will likely do every day or whenever new clock-in data comes in:
- Check for open sign-ins. Go to People → Active Sign-Ins to see if any workers forgot to clock out from a previous day. These inflate hours if left open.
- Review the time correction queue. Go to People → Time Corrections and check for corrections with status "Pending." Approve or reject each one so the fixes can sync back to the spreadsheet.
- Check sync status. If data looks stale or a write-back failed, check the queue for items stuck in "Failed" or "Manual Review" status. Flag them for admin if the issue is not obvious.
- Answer questions about hours. The Hours → Labor Report is your go-to for looking up what hours were recorded for a given worker, job, or period.
Your weekly tasks
At the end of each pay period (or at whatever billing cycle your company uses), the weekly routine looks like this:
- Run the Labor Report. Go to Hours → Labor Report, set the date range for the week, and review hours and pay totals. Export as CSV if you need to work in Excel.
- Run the Weekly Report. Go to Hours → Weekly Report to review hours by crew. Verify that foremen have responded to their sign-off requests before running payroll.
- Generate invoices (Invoice Batch). Go to Invoices, pick the billing period, and generate the batch. Review any rows flagged as "Needs Review" before finalizing.
- Review the CIP Report. Go to Reports → Contractor Insurance and check any jobs flagged as "Needs Review" or "Blocked." These may need a correction before billing.
- Export or archive. Download the PDF or CSV copies of invoices and reports you need for your records.
Your permissions
The Accounting role has broad read access and can handle the full invoice and time-correction workflow. Here is a summary:
| What you can do | What you cannot do |
|---|---|
| View the Dashboard | Manage user access (add/remove users) |
| View and export all reports | Change role assignments |
| View all field worker records | Delete records |
| Submit and approve time corrections | Manage automation rules |
| Generate, edit, and export invoices | Change validation rules |
| View the audit log | Add or edit jobs and companies |
If you need to do something outside this list, ask an admin to either do it for you or grant you a temporary permission.
Where to start
These are the most useful docs for the accounting role:
- Labor Report — how to run and read the main payroll report
- Correcting a Time Entry — the full approval workflow
- Data Syncing Explained — what gets synced back and when
- What the Colors Mean — decoding badge colors throughout the app
- Troubleshooting — what to do when something looks wrong