Treat logs as evidence
Keep event data in one system and avoid side-channel decision making.
Guide
Timesheet audit trail software: what to capture and why.
Teams need more than final totals. Audit-ready operations require event history that explains how each approved period got there.
Minimum audit trail event set
| Event type | Required fields | Why it matters |
|---|---|---|
| Time entry create/edit | Actor, timestamp, date, charge line, hours. | Shows completeness and change history. |
| Submission | Actor, timestamp, status transition. | Marks formal handoff to approvers. |
| Approval or rejection | Approver identity, timestamp, decision note. | Provides accountability and review traceability. |
| Administrative adjustments | Actor, timestamp, before/after value, reason. | Prevents unexplained changes in final outputs. |
Software evaluation checklist
- Can you see each approval event with actor and timestamp?
- Can teams trace edits without exporting raw database logs?
- Are status transitions visible at the timesheet and period level?
- Can approved data be exported consistently for payroll/reporting?
- Can admins answer follow-up questions without rebuilding history manually?
Operational guidance
Review monthly
Run routine spot checks on approvals, edits, and exports.
Align with policy
Technology and policy should define the same workflow expectations.
FAQ
At minimum: create/edit actions, submission, approval decisions, and any material status changes with actor and timestamp.
Ready when you are
Set up timekeeping your GovCon team can actually live with.
Start with practical controls and a process your team can follow every pay period without inventing new exceptions every Friday.