In Ruwad Connect nothing is paid or billed until a manager approves the time entry. Approval updates the task's hours and the project's budget at once, and the same approved hours are what payroll and invoices are generated from, so what you pay and what you charge come from one record.
The short answer. The rest of the page explains it.The order of events
- A person punches in on a project and a task, works, and punches out. The entry is pending.
- A manager opens Timesheets, sees the day's sessions with their project, breaks and work time, and approves the entries that look right. Several can be selected and approved together.
- Approval updates the task's actual hours and the project's budget straight away.
- When the month closes, someone presses Generate from hours on Payroll and Generate from time on Invoices.
That order is the product. Nothing reaches a payslip or an invoice without step 2.
What approval changes
Approving an entry is not a checkbox in a list. It moves the hours into two other records:
- the task the time was logged against, whose actual hours rise,
- the project, whose spend against its budget rises by the hours times the project's rate.
Rejecting an entry that was already approved reverses both. The task and the budget come back down by the same amount, so the project page never shows hours a manager has taken back.
Payroll from approved hours
A payroll run for a period is computed from each member's approved hours times the rate set on their membership, with overtime where it applies. The run can be edited by hand before it is approved, then marked paid, and each person gets a payslip PDF. Pending entries are simply not in it; approve them and regenerate.
Invoices from approved billable time
An invoice for a client and a project is built from the approved billable hours in the period at the project's billing rate. It can be downloaded as a PDF or emailed from the app; marking it paid issues a receipt PDF. Customers and invoices can also be pushed to QuickBooks Online.
Why one record matters
When payroll and invoicing read different sources, the two drift: an hour is billed that was never paid for, or paid for and never billed. Reading both from the same approved entries removes the reconciliation. The captures behind each entry are still there if a client ever asks what an hour was.