Approve before you invoice
Timesheet approvals for agencies with staff at client sites.
Your client's on-site supervisor approves the hours from a link in an email. No password, no app, nothing to install. You export the approved sheet in the Excel format you already use.
For security, cleaning and facilities, merchandising, warehouse and logistics, and healthcare support agencies across Southeast Asia with around 40 or more deployed staff.
How a timesheet gets approved
One monthly sheet per person per client. Every step is recorded with a name, a time and a signature.
Submits the month
Hours, overtime, breaks, leave, allowances and claims with receipts. Works well on a phone. They sign once and submit.
Approves or rejects
Gets an email, signs in with a code sent to that email, reviews every day and attachment, then approves with a signature or rejects with a written reason.
Never counted in your billIs notified
Approved sheets land in your processing queue. Rejected ones go back to the staff member, unlocked, with the reason.
Exports in your format
Download each approved sheet as your own Excel layout, or as one PDF with the receipts and supporting documents merged in.
Optional: a Head of Department step after the supervisor, and a delegate the supervisor can appoint while they are away.
Your format, not ours
We work with the timesheet your clients already accept.
Upload your existing Excel template and map it cell by cell: which cell holds the employee name, where the day rows start, which column is overtime. Exports come back in that exact layout, filled in, with the approval names, dates and signatures in the cells you chose.
Illustration of the idea, not a screenshot: your cells on the left, our fields mapped onto them.
- One format per client if you need it. Different clients, different sheets.
- Claim forms too. Map a separate claims template the same way.
- Free setup. Send us your template and we configure it for you.
What's included
An audit trail on every approval
Named approver, timestamp and signature on submission and on each approval, shown together in the approval trail.
Rejections with a reason
A rejection needs a written reason. The sheet returns to the staff member unlocked, and the history is kept.
Proof attached to the day
Claims with receipts, and supporting documents as a photo or PDF, attached to the day they relate to.
The full approval chain
Supervisor, an optional Head of Department step, and a delegate the supervisor can appoint when they are away.
The details agencies need
Day types, overtime, unpaid breaks and allowances per day. Leave balances on the sheet: annual, medical, emergency and unpaid.
No passwords, anywhere
Staff, supervisors and your own team all sign in with a code sent to their email. Nothing to remember, nothing to reset.
QuinaHR is not payroll. It does not calculate statutory contributions or tax, and it does not file anything.
Keep your HR system.
Keep your HR system for leave, claims and internal staff. We do the part it can't: getting your client's on-site supervisor to approve deployed hours before you invoice.
Pricing
One price. Pay monthly for the staff who were active that month, or buy seats for the year at a discount.
- Unlimited timesheets, unlimited client approvers, unlimited client companies
- Free setup, including configuring your existing timesheet format
- No upper limit and no tiers: the same price for your 60th and your 600th staff member
"Active staff" means a person with at least one placement that can submit a timesheet that month. Client-side approvers are free and never counted.
Who's behind it
I'm Michael Paz, founder of Jamivi Studio, the software studio in Manila behind QuinaHR.
QuinaHR does one job: getting deployed hours approved by your client before you invoice. We built it around the timesheets agencies already use, not the other way round. You deal with the people who build it: I run your walkthrough and set up your format, and when you write to support you reach us directly, not a ticket queue.
We are new to you and based in another country, so don't take our word for it. Send us your timesheet format, we set your agency up on the live system, and you judge it on your own month-end.
Jamivi Studio builds production web apps and SaaS platforms end to end.
Your data
Hosted in Singapore. Each agency's data is kept separate from every other agency's, and only the people you invite can see it. Sign-in is by one-time email code over an encrypted connection, so there are no passwords to steal. The database is backed up every night. Need details for a client or an auditor? Ask us and we'll answer in writing.
Book a 20-minute walkthrough
Send us your current timesheet format and we'll set your agency up on the live system this week. Run your next month-end cutoff on it, free. If it doesn't save you the chase, walk away.
There is no self-serve signup. We onboard each agency ourselves, so the first step is a short call.
One optional thing
So we can set your demo up on your actual format, upload your current timesheet template, or bring it to the call. Feel free to black out names and rates; we only need the structure.