---
title: "Time Entry Acceptance Workflow and Checklist"
slug: "time-entry-acceptance-workflow-and-checklist"
tags: ["Language - English", "Area - Scheduling", "Industry - Landscaping", "Type - Reference", "Role - Scheduler", "Skill Level - 1 (Beginner)"]
updated: 2025-11-07T14:28:54Z
published: 2025-11-07T14:28:54Z
canonical: "guide.youraspire.com/time-entry-acceptance-workflow-and-checklist"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Time Entry Acceptance Workflow and Checklist

# 

## Doing Daily Time Acceptance

Watch the video below, or keep reading to learn how to do daily time acceptance.

[405 - Daily Time Acceptance Video](https://fast.wistia.net/embed/iframe/h5qknchrvm?web_component=true&seo=true&videoFoam=false)

### Navigation

To start the acceptance process, navigate to the *Scheduling* module from the home screen.

You'll arrive at the Schedule board. Right click on the route and day you would like to review and select *Open Time Entry.*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/time-entry-acceptance-workflow-and-checklist-image-uxldatjy.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A16Z&se=2026-11-13T10%3A58%3A16Z&sr=c&sp=r&sig=e2g7JYEbbGGg4MqGzfhrC2ma%2Fuz3eAP02ZwJ3pj6gN0%3D)*

You will now see the Time Entry screen for that specific *day* and *route*.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/time-entry-acceptance-workflow-and-checklist-image-gjtu4o3x.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A16Z&se=2026-11-13T10%3A58%3A16Z&sr=c&sp=r&sig=e2g7JYEbbGGg4MqGzfhrC2ma%2Fuz3eAP02ZwJ3pj6gN0%3D)

It's now time to start the daily time acceptance process! To start, it's best to breakdown the time entry screen into 3 sections:

Clock Time > Direct Job Time > Indirect Job Time

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/time-entry-acceptance-workflow-and-checklist-image-hawnbdy3.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A16Z&se=2026-11-13T10%3A58%3A16Z&sr=c&sp=r&sig=e2g7JYEbbGGg4MqGzfhrC2ma%2Fuz3eAP02ZwJ3pj6gN0%3D)**

1. Clock Time: Rows get added to this section when crew members clock into Aspire's mobile app from their mobile devices in the field. Each row represents a clock-in / clock-out pair for one or more crew members.
2. Direct Job Time: This section allows time spent on customer jobs (directly billed to customers) to be allocated to specific jobs during the day.
3. Indirect Job Time: This section displays work tickets created to report time spent on internal tasks such as training or meetings.

Let's start with the Clock Time section!

### Clock Time

1. First, check that the appropriate crew members are listed on the screen. [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/time-entry-acceptance-workflow-and-checklist-image-qh4r74s5.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A16Z&se=2026-11-13T10%3A58%3A16Z&sr=c&sp=r&sig=e2g7JYEbbGGg4MqGzfhrC2ma%2Fuz3eAP02ZwJ3pj6gN0%3D)](https://downloads.intercomcdn.com/i/o/803146587/c645435c8ee2ef65214f2104/image.png?expires=1758640500&signature=d1db6cdc8af8da324091b218d596d260fd627a85cffff9706a6d57182e84657e&req=fCAkF814mIlYFb4f3HP0gAhJUy9%2FjuBuymBiXW7cA71NeKFikr2SqBFmNyQT%0Atco%3D%0A)
2. Is there is anyone missing? They must be added by using the + sign in the bottom left corner of the Clock Time section. [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/time-entry-acceptance-workflow-and-checklist-image-olah0zsk.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A16Z&se=2026-11-13T10%3A58%3A16Z&sr=c&sp=r&sig=e2g7JYEbbGGg4MqGzfhrC2ma%2Fuz3eAP02ZwJ3pj6gN0%3D)](https://downloads.intercomcdn.com/i/o/803148822/78f28f5cfdf4f38b6e51e9aa/image.png?expires=1758640500&signature=5745cc24654d3f3c448399ec2852a99bd4d4bd09f8e37c1d335dc8146e4433f9&req=fCAkF812lYNdFb4f3HP0gCVYsaOxTB0gNHHYUXDFgujZrHtjq6kEvYJL12Fo%0AyuM%3D%0A) 📌 Note: If you can't find the employee you are looking for, they are more than likely on another route.
3. Is the *Start* time correct? Remember that the time is indicated in twenty-four hour time! [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/time-entry-acceptance-workflow-and-checklist-image-wsevkem1.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A16Z&se=2026-11-13T10%3A58%3A16Z&sr=c&sp=r&sig=e2g7JYEbbGGg4MqGzfhrC2ma%2Fuz3eAP02ZwJ3pj6gN0%3D)](https://downloads.intercomcdn.com/i/o/803160695/c9e76701979e1e3e51af02c9/image.png?expires=1758640500&signature=4b679c5ce06ae61e9991ed0127a31f435dcabfd3b08730803422f0445c70f2c9&req=fCAkF89%2Bm4haFb4f3HP0gNyNz3jgLzf0t9WosCsLcIrwzv3SsUS94Oc%2BM2%2Bo%0Af6U%3D%0A)
4. Is the *End* time correct? Remember that the time is indicated in twenty-four hour time!
5. Did the crew take a lunch break?
6. Is the total amount of time correct (in hours)?

🏓 Note: The majority of issues seen in time entry are due to simply not clocking out of the work ticket. *Be sure your team is doing so to minimize issues!*

### Direct Job Time

For Direct Time, review the following:

1. Are the work tickets listed on the screen correct? [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/time-entry-acceptance-workflow-and-checklist-image-yq1dobmt.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A16Z&se=2026-11-13T10%3A58%3A16Z&sr=c&sp=r&sig=e2g7JYEbbGGg4MqGzfhrC2ma%2Fuz3eAP02ZwJ3pj6gN0%3D)](https://downloads.intercomcdn.com/i/o/803164218/c9ded4955690409a2824e909/image.png?expires=1758640500&signature=4b41e5c21c84624bf879e8d5db4281e2d2f6984ba54525def9024a47bbbe38ac&req=fCAkF896n4BXFb4f3HP0gErVj%2BJfCzMhXfNTKt6X%2BOB3fvqvdmWWZt0nIw1b%0Av10%3D%0A)
2. If any tickets need to be added, click the plus sign at the bottom left corner of the screen. Add an *Existing Ticket* or a *Quick Ticket.* [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/time-entry-acceptance-workflow-and-checklist-image-1vhr19fc.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A16Z&se=2026-11-13T10%3A58%3A16Z&sr=c&sp=r&sig=e2g7JYEbbGGg4MqGzfhrC2ma%2Fuz3eAP02ZwJ3pj6gN0%3D)](https://downloads.intercomcdn.com/i/o/803166153/92435dd4f0193a63f3b54283/image.png?expires=1758640500&signature=6b39d87bf38e6c535c54aafaa28c1b3e9fc50937ceb5c88af46298f0e88d9bc2&req=fCAkF894nIRcFb4f3HP0gCAuxcwUYPCm3TXSBIyaBsXlKGYsdiCwqdJlIZiH%0AYoM%3D%0A)
3. Is the start time correct for each work ticket?
4. Is the end time correct for each work ticket? [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/time-entry-acceptance-workflow-and-checklist-image-d1zxk5xl.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A16Z&se=2026-11-13T10%3A58%3A16Z&sr=c&sp=r&sig=e2g7JYEbbGGg4MqGzfhrC2ma%2Fuz3eAP02ZwJ3pj6gN0%3D)](https://downloads.intercomcdn.com/i/o/803170405/0eecec55f4b3ecbc3e770d6e/image.png?expires=1758640500&signature=f6e140eb263f062f3ff4a464dfa0843e709e9c683078917ad7005ceedb3375bb&req=fCAkF85%2BmYFaFb4f3HP0gPY0yABdY%2F%2FU%2BbP97GYWHlKEVhzeJWVAh%2Fj1T6ys%0Arfw%3D%0A)
5. If a lunch was indicated under the *Clock Time*, be sure that the box is checked next to the ticket that the lunch time should come out of. If the crew did not take a lunch on a job site, then the checkbox would not be selected next to the job. [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/time-entry-acceptance-workflow-and-checklist-image-0p6mvfgd.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A16Z&se=2026-11-13T10%3A58%3A16Z&sr=c&sp=r&sig=e2g7JYEbbGGg4MqGzfhrC2ma%2Fuz3eAP02ZwJ3pj6gN0%3D)](https://downloads.intercomcdn.com/i/o/803176917/fe87977ce5a4d3c15bd8d929/image.png?expires=1758640500&signature=4eb25946ab5b0767e5d70123bccd127781befdc28c8cd7708cbfa24885dfc6de&req=fCAkF854lIBYFb4f3HP0gPXVIiSbXT%2F2JeTVjFIr7rOfHHpwdmRYmxAGRHc%2B%0AM1Y%3D%0A)
6. Is the work ticket complete? If so, check the checkbox for *Complete*.
7. Be sure that the pay code section remains as *If Needed* unless you need a specific rate to override. [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/time-entry-acceptance-workflow-and-checklist-image-kil9mt8y.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A16Z&se=2026-11-13T10%3A58%3A16Z&sr=c&sp=r&sig=e2g7JYEbbGGg4MqGzfhrC2ma%2Fuz3eAP02ZwJ3pj6gN0%3D)](https://downloads.intercomcdn.com/i/o/803179088/dbebdc23e4a91aada9c49d8b/image.png?expires=1758640500&signature=a04823ef3479a638ed593b9d7136c8b07bc633258d5c0d06e759431e61877fa8&req=fCAkF853nYlXFb4f3HP0gHNxcjwq1WP49nIekIiwD9TD0EOLbrue%2FiyD8VRf%0AYKo%3D%0A)
8. The hours should be filled in from Aspire's mobile app and appear green. If the employee did not work on a specific ticket, click the green box in that column so they do not have time on that work ticket.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/time-entry-acceptance-workflow-and-checklist-image-3a0wnoyf.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A16Z&se=2026-11-13T10%3A58%3A16Z&sr=c&sp=r&sig=e2g7JYEbbGGg4MqGzfhrC2ma%2Fuz3eAP02ZwJ3pj6gN0%3D)

### Indirect Time

1. Should there be an indirect time indicated? Did the crew have shop time? Is there holiday time that should be applied to this employee? [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/time-entry-acceptance-workflow-and-checklist-image-jghv4in4.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A16Z&se=2026-11-13T10%3A58%3A16Z&sr=c&sp=r&sig=e2g7JYEbbGGg4MqGzfhrC2ma%2Fuz3eAP02ZwJ3pj6gN0%3D)](https://downloads.intercomcdn.com/i/o/803181027/6cbef81faa1d980e42aa07ab/image.png?expires=1758640500&signature=46ffe28bb5f433837b1a571fc90fc72348da26f02506d89d671e84f0aea82a86&req=fCAkF8F%2FnYNYFb4f3HP0gGpNaVZY2i0D9r%2BvnuV2GirbxwWzZ1ccfTG8louW%0Azq4%3D%0A)
2. Is there a specific pay code for the internal service? Typical pay code examples are *PTO* or *Holiday*. These are exempt from overtime depending on how the pay code was built.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/time-entry-acceptance-workflow-and-checklist-image-1pu3q04t.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A16Z&se=2026-11-13T10%3A58%3A16Z&sr=c&sp=r&sig=e2g7JYEbbGGg4MqGzfhrC2ma%2Fuz3eAP02ZwJ3pj6gN0%3D)

## Time Entry Acceptance Checklist

As you keep learning the flow of daily time acceptance, we've provided you a simple checklist to go through! You can [download your own checklist here](https://docs.google.com/document/d/184LCL0hFtbClHuqXcQVeyRBVHmyJg0DuzXG_0DT7loA/edit?usp=sharing).

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/time-entry-acceptance-workflow-and-checklist-image-arg85om3.png?sv=2026-02-06&spr=https&st=2026-11-13T09%3A58%3A16Z&se=2026-11-13T10%3A58%3A16Z&sr=c&sp=r&sig=e2g7JYEbbGGg4MqGzfhrC2ma%2Fuz3eAP02ZwJ3pj6gN0%3D)**