Documented Work Before Approval
By default, Keito only includes approved billable time and expenses in uninvoiced reports and invoice creation. This protects teams that require manager review before billing clients.
If your team logs work reliably but does not always submit or approve timesheets before billing, administrators can opt in to including documented billable work before approval.
What the Setting Does
Turn on Include documented billable time and expenses before approval from Invoices > Configure > Default Values.
When enabled, these items can appear in Reports > Uninvoiced and in the invoice creation flow:
| Status | Included? |
|---|---|
| Unsubmitted | Yes |
| Submitted | Yes |
| Approved | Yes |
| Rejected | No |
| Running timers | No |
| Already billed items | No |
This applies to both billable time and billable expenses.
What You See While Invoicing
Keito still shows the yellow Pending invoiceable work banner when selected projects contain unsubmitted or submitted billable work.
With this setting enabled, the banner is informational rather than a blocker. It shows what is pending so an administrator can decide whether to continue, remind the team, or review approvals first.
Invoice option labels also change from “approved” to “documented” so it is clear that the invoice may include unapproved work.
What Happens After Creating an Invoice
When documented work is added to a draft invoice:
- Time entries and expenses are marked as billed.
- They stop appearing in uninvoiced reports and future invoice selections.
- Time entries are locked while they are linked to the invoice.
- Submitted or unsubmitted billed items are hidden from approval queues so they are not approved after they have already been billed.
If you delete the draft invoice, Keito restores the original billing state:
- Approved time becomes unbilled and remains locked as approved.
- Submitted time becomes unbilled and returns to the submitted queue.
- Unsubmitted time becomes unbilled and editable again.
- Expenses become unbilled again.
When To Use It
Use this setting when:
- Team members document billable work promptly.
- Billing must happen before every timesheet or expense is formally approved.
- Administrators are comfortable reviewing the pending-work banner during invoicing.
Keep it turned off when:
- Approval is required before anything can be billed.
- Managers need to verify all hours and expenses before client invoices are drafted.
- Your billing process depends on approved-only reporting.