Reviewing hours in the backoffice

After the event, worked hours need to be right before you can pay out or export. In practice that means checking what people submitted, digging through messages to understand why something was entered a certain way, then paying freelancer invoices and sending hours to your payroll provider.

Flooptimize makes that process easier and clearer. Workers submit hours simply in the employee portal. Processing them is straightforward. On a dedicated backoffice page you approve hours with the context you need, and you set thresholds so hours within range can be approved automatically.

This article is about how that backoffice review works.

From portal to backoffice

1. The worker confirms worked hours on the shift in the portal (times are already there; travel time/km where you allow it).
2. Those lines come into the backoffice, linked to that same shift.
3. You see what is in, what is still open, and what differs from the planned times.
4. Approving (manually or partly automatically within your thresholds) is simple and clear.

That saves time and helps you pay people on time and correctly.

What you see per shift and worker

In the overview you see hour lines on the shift and the worker. Typically:

• Planned shift times versus submitted times
• What is already approved and what is still open
• Deviations outside the thresholds you set
• Optional travel time, kilometres, or costs when that belongs on the shift

You spend attention on exceptions. The rest does not need reconstructing line by line.

Handling exceptions

Not everything falls within the range. Someone started later, stayed longer, or has travel costs you want to check.

Then the decision stays with you: approve, adjust, or reject. What falls outside your thresholds stands out clearly so you can handle it manually.

Setting thresholds and what may go automatic: approving hours with overview.

On to payout - without being payroll

After approval there are roughly three routes:

1. Freelancers: credit invoice based on approved hours (freelancer credit invoice)
2. Employment / payroll: export for your provider (payroll exports)
3. Close only: finish shifts without a Flooptimize payout route (for example when payout runs elsewhere)

Flooptimize is not payroll software and not an accounting package. We help through approved hours (and those routes). Payslips and tax handling stay where you already run them.

When manual review is enough

Small team, few events, one person who sees everything? Keep approving every line yourself. Once volume goes up - more weekends, more flexible workers, a mix of employment and freelancers - a clear overview (plus thresholds where they fit) pays off.

How this fits the rest

• Portal: employee portal
• Thresholds: approving hours
• After the event: hours after events
• Next: freelancer credit invoice · payroll export · from event to payout

Want to see if this review fits your volume? Book a demo.