Book a demo

Approve before you invoice

Your client approves your staff's hours. Then you invoice.

Each month your client's supervisor gets an email, checks your staff's timesheets and approves them, with no app and no password. You download them in your own Excel layout, ready for billing and payroll.

Book a 20-minute demo See the dashboard

On your agency's own web address, such as timesheets.youragency.com, with your agency's name on the sign-in page and on every email.

Made for agencies with staff working at client sites: security, cleaning and facilities, merchandising, warehouse and logistics, and healthcare support, with around 40 or more staff deployed.

Your own Excel layoutfilled in for you
No passwordsa sign-in code by email
Signed and datedat every step
Approvers are freenever counted in your bill

How a timesheet gets approved

One timesheet per person, per client, per month. Every step is recorded with a name, the date and time, and a signature.

  1. Your staff

    Submits the month

    Hours, overtime, breaks, leave, allowances and expense claims with receipts, from their phone. They sign and submit once a month.

  2. Your client's supervisor

    Approves or sends it back

    Gets an email, signs in with a code sent to that email, and checks every day and every receipt. Then approves with a signature, or sends it back with a reason.

    Never counted in your bill
  3. Your agency

    Hears about it at once

    Approved timesheets wait in your list, ready for billing and payroll. A timesheet sent back goes to the staff member to correct, with the reason.

  4. Your agency

    Exports in your format

    Download each approved timesheet in your own Excel layout, or as one PDF with the receipts and documents attached.

Optional: a second approver after the supervisor, such as a head of department, and a delegate who approves while the supervisor is away.

For your agency

See your month-end at a glance

Sign in and your dashboard shows what needs you first, how far each client's timesheets have got, and how many staff your bill counts. Every number opens the list behind it.

The agency dashboard: Needs attention lists a timesheet waiting at an approver for 2 days, one returned and not submitted again, and staff who cannot submit; beside it, 23 active staff this month against the 80 the minimum covers; under it, September and October's month-end progress.

  1. What needs you, first

    Timesheets waiting too long, ones sent back, staff who can't submit, and leave to decide. Each line links to where you fix it.

  2. Every client's month

    Who hasn't submitted, who's waiting for approval and what's ready for payroll, client by client, last month beside this one.

  3. Staff and your bill

    How many active staff you have this month and how many more before your bill goes above the minimum, counted the way your bill counts them. Approvers are free.

A staff member's Home on their phone: Working, 3 hours 5 minutes worked so far, with Time out, Start break and Start overtime.

For your staff

Their phone is the time clock

Staff time in and out at the client's site from their own phone. Their month fills in as they go, ready to sign and submit.

  • Face ID or fingerprint

    Each time in and time out is confirmed on their own phone, so the time is theirs.

  • Checked against the client's site

    The location is read at time in and time out, and their supervisor sees it.

  • Works when the signal drops

    If the signal drops while their Home page is open, their taps are kept on the phone and sent once it's back.

  • Their month in one place

    Hours so far, leave left and last month's status, without asking the office.

Your own timesheet

Keep the timesheet your clients already sign.

Upload the Excel timesheet and claim form you use today, and choose what goes in each cell. Every approved timesheet comes out in that same layout, with hours, claims, names, dates and signatures filled in. Your clients' paperwork looks exactly as it does now.

A client's own daily time record in the Timesheet Editor: the Time in cell of the day row is selected on the sheet, and the panel beside it shows Time in chosen for that column, repeated for each day.

  1. Your own Excel file

    Upload the timesheet your client signs. It keeps its text, merged cells and layout, and the labels already on it suggest what goes where.

  2. Click a cell, choose what goes in it

    Mark the row where the days start, and what you put on it repeats for each day of the month. Add your own words around a detail, like "Tel: {Agency phone}".

  3. Preview, then give it to staff

    Check it with sample data, then give each client's staff their client's layout. Approved timesheets download in it, as Excel or a PDF with the receipts.

  • One layout per client if you need it. Each client's staff use their client's layout, and everyone else your standard one.
  • Dates already on the sheet, or one example row. Dated rows are filled in where they are; an example row is repeated for each day of the month.
  • Overtime, allowances, leave and totals. Overtime hours with start, end and reason; each allowance in its own column; leave balances and the month's totals.
  • Free setup. Send us your timesheet and claim form and we set them up for you.

Bring your timesheet to a 20‑minute demo

Leave management

Leave, approved by your client before month end.

Staff ask for leave from their phone. Your client's supervisor approves it, and the approved days go onto the timesheet, so the month's leave is settled before the timesheet is submitted.

Leave requests: a request for 2 days of vacation leave in November waits with Approve and Reject; under it, one approved with Cancel leave and one rejected with the supervisor's reason.
Approved by the supervisorand the days go onto the timesheet

Each client's own rules. Use your own leave types and give each one its rules: days a year, extra days for years of service, given at the start of the year or earned each month, a calendar year or a year from the start date, how many unused days carry over and when they expire, and how much notice a request needs. Set one default for your agency and change it for any client that differs. Ready-made rules for the Philippines and Malaysia are there to start from.

Requests your client approves. A staff member asks for leave with the dates, a reason and a document if there is one, such as a medical certificate. Your client's supervisor approves or rejects it, or their delegate while they are away. Approved days go onto the timesheet, and a month cannot be submitted while a request is still waiting.

Balances that add up. Each balance comes from your rules and the leave on the timesheets. Staff see what they have left on their phone, and every timesheet shows the balance and how it adds up. When a leave year ends, unused days carry over, are set aside to be paid out, or expire, as your rules say. Days to be paid out are listed for your payroll: QuinaHR records the days, not the amounts.

Who is off. A leave calendar shows your agency who is on leave and who has asked, month by month, and your client's approvers see it for the staff they approve. A report lists everyone's balances. The month's leave days download as an Excel file for your payroll.

Leave is counted in days and half days, not hours, and QuinaHR puts no price on a day of leave: that stays with your payroll. Staff see their own leave, never a colleague's.

Everything in one price

One price per active staff member covers all of it.

Timesheets and approvals

Your staff submit, your client's supervisor approves with a signature, and you download them in your own Excel layout.

How it works ↓

Expense claims

Staff add each claim on the day, with a photo or PDF of the receipt. Your client's supervisor approves each one, and the claim form downloads in your own layout, with the receipts.

See the steps ↓

Leave management

Each client's own leave rules, requests your client approves, and the balances on every timesheet.

About leave ↓

Dashboard

What needs you first, every client's month-end progress, and the staff your bill counts, on one page.

See the dashboard ↓

Staff time clock on their phone

Time in and out at the client's site, confirmed with Face ID or fingerprint, with the location checked.

For your staff ↓

Your own address and name

Your agency's own web address, such as timesheets.youragency.com, and your name on the sign-in page and on every email.

Why it matters: the hours on your timesheets are the lines on your invoice. Hours disputed after you invoice mean credit notes and late payment. Get them approved first.

Works beside what you have

Keep your HR system.

Keep your HR system for payroll and your internal staff. QuinaHR handles what happens at your client's site: hours, leave and claims, approved by the client's on-site supervisor before you invoice.

QuinaHRAt your client's site
  • Hours, timed in on the staff member's phone
  • Leave, by each client's own rules
  • Claims, with the receipts
Approved by your client's supervisor
After approval
Timesheets in your Excel layout One PDF with the receipts Leave days for payroll
Your HR systemIn your office
  • Payroll, contributions and tax
  • Your office staff
  • Contracts and employee records
Stays as it is

Nothing to replace and no integration to build: approved months come across as files your payroll team already works with.

Pricing

One rate per staff member. No tiers.

Pay each month for the staff who were active, or pay for the year ahead at a discount. Your clients' approvers are always free.

Standard plan Philippines (PHP)
₱75
per active staff, per month
Plus 12% VAT. Billed in Philippine pesos, monthly or for the year.
  • Minimum ₱6,000 a month plus 12% VAT, which covers up to 80 active staff
  • 15% off when you pay for the year: choose how many staff to cover, and add more any time
  • Unlimited timesheets, unlimited client approvers, unlimited client companies
  • Free setup, including your existing timesheet layout
  • Leave management included
  • Expense claims included
  • One rate, no tiers: the same price for your 100th and your 1,000th staff member. From 2,000 staff, ask us for a quote
  • Email support on business days is included
Book a 20-minute demo

Optional: technical support

₱12,000 a month plus 12% VAT
  • Priority help for up to 3 named people on your team
  • A reply within 4 business hours: Monday to Friday, 9 am to 6 pm (UTC+8)
  • Email and chat with someone who knows your setup
  • On call on your payroll cutoff days

Your staff and your clients' approvers ask your team, never us, so your team stays their first contact. It is one flat amount on its own invoice line, whatever your size. Turn it on or off from your account; the yearly discount does not apply to it.

"Active staff" means anyone placed at a client who could submit a timesheet that month. Your clients' approvers are free and never counted. Cancel any time: see our refund policy and terms and conditions.

Frequently asked questions

Does my client's supervisor need an account or an app?

No. There is nothing to install and no password to set. You add the supervisor's name and email; when a timesheet is waiting they get an email with a link, and sign in with a code sent to that same email.

Can we keep our own timesheet format?

Yes. Upload the Excel timesheet and claim form you use today and choose what goes in each cell: every approved timesheet comes out in that layout. We set it up for you, free. See Your timesheet.

Is QuinaHR payroll software?

Not today. QuinaHR gets hours, leave and claims approved by your client, and you export them for your payroll; it does not work out government contributions or tax. If you'd want QuinaHR to run your payroll too, tell us on the demo call.

What if a supervisor doesn't approve on time?

A timesheet that has waited two days brings the supervisor a reminder email in the morning, repeated every two days while it waits. A supervisor who is away can name a delegate to approve in their place. Your agency can also change who approves for a staff member, and the timesheets still waiting go to the new approver.

Does QuinaHR handle leave?

Yes, by each client company's own leave rules. Staff ask for leave, the client's supervisor approves it, and the approved days and the balances are on the timesheet. See Leave management.

Can staff claim expenses?

Yes. Staff add each claim on the day: its category, the amount and a photo or PDF of the receipt. The client's supervisor approves it, approves a lower amount, or rejects it with a reason. Approved claims come out on your claim form, in your own Excel layout, and in one PDF with the receipts. See Your timesheet.

Where is our data kept, and who can see it?

It is hosted in Singapore. The application keeps each agency's data apart from every other agency's, and only the people you invite can sign in to see it: your own team, your staff and your clients' approvers. We use it only to run QuinaHR for you: see Your data, in short in the privacy policy.

How much does it cost?

One price per active staff member a month, with a monthly minimum and no tiers. Your clients' approvers are free and never counted. The price list for your country and a calculator are under Pricing.

How long does setup take?

It starts with a short demo call. Send us your current timesheet and we set your agency up on the live system that week, so you can run your next payroll cutoff on it. Book a demo.

Can we cancel?

Yes, any time, by emailing us from your agency's admin email. Nothing is charged automatically: no card is kept on file, and each period has its own billing statement. What happens to a month or a year already paid for is in our refund policy.

Book a 20-minute demo

Send us your current timesheet and we'll set your agency up on the live system this week. Run your next payroll cutoff on it, free. If it doesn't save you from chasing signatures, walk away.

You can't sign up online yet: we set up each agency ourselves, so the first step is a short call.

We use these details only to arrange the demo. See the privacy policy.