Weekly close

Every week the office checks the hours of all placements, solves differences, approves, and exports to payroll. This page walks through the routine in the dashboard. Labels are shown in Dutch as they appear in the app, with an English gloss.

Typical rhythm: employees submit by Monday morning, clients approve Monday–Tuesday, the office approves and exports Tuesday–Wednesday.

What the statuses mean

Status in the app	Meaning	Who moves it on
draft ("concept")	Hours are being entered; the employee can still change them	Employee submits, or the office submits for them
submitted ("Ingediend")	Employee is done; waiting for approval	Office approves (and the client, if required)
approved ("Volledig goedgekeurd")	All required approvals are in	Export moves it to exported
exported	Included in a payroll file. Never changes again	Admin locks the period
locked	Period closed	—
empty	No hours at all for this placement this week	Chase the employee or client

More detail: Status lifecycle.

Before you start

• You need an office role ("Kantoor / intercedent") or admin.
• Check "Inbox urenstaten" (Inbox) first if clients mail you timesheets: unprocessed mails mean missing or conflicting hours. See Inbox.

Steps

1. Open the week. Go to "Overzicht" (Overview). The table "Uren per plaatsing" (Hours per placement) shows one row per person × client and one column per day. Use the week picker to select the week. The tiles on top show totals: "Ingediend" (submitted), "Volledig goedgekeurd" (approved), "Open conflicten" (open conflicts), "Totaal deze week" (total hours).
2. Find missing hours. Rows with no hours or only draft days need a nudge. Ask the employee to submit in the app, or enter the hours yourself in "Uren invoeren" (Enter hours): choose "Plaatsing" (placement), "Datum" (date), "Uren" (hours, e.g. 8, 7,5 or 7u30) or "Begintijd"/"Eindtijd" (start/end) with "Pauze (minuten)" (break). Under "Bron" (source) choose "Handmatig door kantoor" (entered by office) or "Aangeleverd door opdrachtgever (mail/Excel)" (supplied by client). Click "Uren vastleggen" (save hours).
3. Solve conflicts. A cell marked "Conflict" means two sources disagree, for example the employee app says 8:00 and the client mail says 7:30. Open the conflict, compare the candidates, and pick the correct one. Add a short note ("Matches the signed paper timesheet"). A conflicted day cannot be approved. Background: Sources and conflicts.
4. Get client approval where required. Clients with "Wie keurt uren goed?" (who approves hours?) set to "Alleen opdrachtgever (link)" (client only) or "Kantoor én opdrachtgever" (office and client) must approve via a link. Use "Accordering door opdrachtgever" (client approval) on the overview to create a link per client. See Client approval.
5. Approve. Tick the rows ("Selecteer") and click "Selectie goedkeuren" (approve selection), or "Goedkeuren" per row. Only submitted days without a conflict are approved. For clients that must approve too, your approval is recorded and the day becomes approved as soon as the client has approved.
6. Leave and expenses. Check "Verlof" (Leave) and "Kosten" (Expenses) for open requests. Approved leave and expenses go into the same export.
7. Export. Continue with Export and lock.

Common problems

Problem	Cause	Fix
"Selectie goedkeuren" skips some days	Days are draft, already approved, or in conflict	Submit drafts for the employee or solve the conflict first
A day stays "submitted" after I approved	The client must approve too (approval mode client / both)	Send or resend the client approval link
An approved day went back to submitted	The hours changed after approval (new claim, client correction)	Approve again; every change needs a fresh approval
I cannot change hours of last month	The day is exported or locked	Record the correction as a new entry in the current open period, with a note
A person is missing from the overview	No active placement in this week	Check "Plaatsingen" (Placements): start/end date and "Actief"

Automate it

The same routine can run from the command line or an AI assistant: CLI, MCP server, Claude Skill, prompt "Weekly close".