Toast Payroll: Adjust an Approved Timesheet

Last updated: Jun 3, 2026, 12:31 PM

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Before You Begin

Applies to: Toast Payroll, Toast Web

 

Permissions needed:

  • 3.14 Edit Time Entries (to edit time entries in Toast Web)
  • 4.3 Labor Reporting (to view the Time entry management page in Toast Web)

 

What you'll accomplish: Reopen a timesheet you already approved, correct the hours or tips on it in the right place, and reapprove it so the change is included on your payroll run.

 

A timesheet must be open (not approved) for a change to flow to a payroll run. To change a timesheet you have already approved, you reopen it first, make your edit, then reapprove it.

 

Note: Adjustments cannot be made to a submitted payroll. Once a payroll is submitted, it cannot be undone or edited. If a payroll has already been submitted, see Toast Payroll: Missed Employee or Missed Pay on Payroll for the options that may help.

 

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Adjust an Approved Timesheet

Use these steps to change an approved timesheet when you have not started running the payroll yet. This is the same task customers describe as "unapprove a timesheet," "undo timesheet approval," "recall a timesheet," or "change a timesheet I already approved."

 

Note: If you have already started the payroll run, the timesheet cannot be reopened or edited until you reset the payroll. Reset it first — see Toast Payroll: Reset a Payroll — then return to these steps.

 

  1. In Toast Payroll, open the employee's profile.
  2. Navigate to Pay History > Timesheets.
  3. Select Re-Open on the approved timesheet you want to change.
    1. Note: Timesheets are reopened one at a time. There is no bulk un-approve option in Toast Payroll. If you have several timesheets to reopen, repeat these steps for each employee.
  4. Return to Toast Web and navigate to Reports > Labor > Time entry management.
  5. Use the filters at the top to choose the correct date range, location, and employee, then locate the shift to change.
  6. Make your edit. To change a clock-in, clock-out, or declared cash tips, edit the field on the row and select the check mark to save. To add a missing shift, select + Add Entry. For other edits, see Edit Employee Time Clock Entries.
  7. Return to Toast Payroll and reapprove the updated timesheet in the same place you reopened it.

 

Expected outcome: The timesheet shows as approved again with the corrected hours, and your payroll is ready to run with the updated timesheet.

 

Note: Time entries cannot be edited inside Toast Payroll. Make every clock-in, clock-out, break, job, or declared cash tip edit in Toast Web on the Time entry management page. Edits made directly to a Toast Payroll timesheet do not sync back to Toast Web and can cause reporting differences between the two systems.

 

Note: Time entry edits sync from Toast Web to Toast Payroll right away, but you may need to refresh the Toast Payroll page to see them.

 

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Adjust a Timesheet When Auto-Approve Is On

New customers have the auto-approve timesheets feature enabled by default. With auto-approve on, timesheets are approved automatically when you start the payroll, so you will not see an Approve button or a Re-Open button on the Time page.

 

If you notice an incorrect timesheet and auto-approve is on:

  1. If you have not started the payroll yet, navigate to Toast Web and edit the time entry in Reports > Labor > Time entry management. The change syncs to the timesheet automatically because the timesheet is not approved until the payroll is started.
  2. If you have already started the payroll, reset the payroll first — see Toast Payroll: Reset a Payroll. After the reset, edit the time entry in Toast Web, then continue your payroll.

 

Expected outcome: The corrected hours appear on the payroll run after you start (or restart) the payroll.

 

Note: For the full set of timesheet tasks — approving, editing, adding, and deleting timesheets, and turning auto-approve on or off — see Toast Payroll: Manage Timesheets.

 

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Adjust Tips After a Timesheet Change

Note: If you do not use Toast Tips Manager, skip this section. Editing a timesheet most likely changes the pooled tip amounts, so customers who use Toast Tips Manager need to revert and resend tips for the day they changed.

 

  1. Reopen the timesheet for every employee in the same tip pool, using the steps in Adjust an Approved Timesheet above. A change to one employee's hours can change every pooled tip amount for that day.
  2. Unsend the tips for the day or days you adjusted. See the Revert Sent Tips section of Tips Manager With Toast Payroll.
  3. After your timesheet edits are made and the tips are unsent for that day, reapprove the day's tips and resend them to payroll. See the Send Tips to Payroll from Tips Manager section of Tips Manager With Toast Payroll.
  4. Return to Toast Payroll and reapprove every reopened timesheet in the same place you reopened them.

 

Expected outcome: Each affected employee has one approved timesheet with the corrected hours, and the resent tips reflect the updated pool.

 

Note: Reopening and reapproving can create a second timesheet for the same pay period. After you resend tips, confirm each employee has only one approved timesheet for that period so tips are not counted twice.

 

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Frequently Asked Questions

How do I unapprove a timesheet I already approved?

To unapprove a timesheet you already approved, reopen it. In Toast Payroll, open the employee's profile, navigate to Pay History > Timesheets, and select Re-Open on the approved timesheet. You can then edit the time entries in Toast Web and reapprove the timesheet. If you have already started the payroll, reset it first — see Toast Payroll: Reset a Payroll.

 

Also asked as:

  • How do I unapprove a timesheet?
  • Can you undo timesheet approval?
  • How do I recall a timesheet?

 

Can I change a timesheet after I approved it but before I send payroll?

Yes, you can change a timesheet after you approved it as long as you have not submitted the payroll. Reopen the timesheet in Toast Payroll under Pay History > Timesheets, edit the time entry in Toast Web under Reports > Labor > Time entry management, then reapprove the timesheet. If the payroll run is already started, reset it first.

 

Also asked as:

  • Can I unapprove a timesheet and make a change before sending payroll?
  • How do I correct an employee timesheet before processing payroll?

 

My timesheet correction does not stay corrected. What is happening?

If your timesheet correction does not stay corrected, the edit is most likely being made in the wrong place or the payroll was already started. Make the edit in Toast Web under Reports > Labor > Time entry management, not directly on the Toast Payroll timesheet, because payroll edits do not sync back to Toast Web. If you started the payroll before the change synced, the change will not appear until you reset the payroll — see Toast Payroll: Reset a Payroll.

 

Also asked as:

  • I keep correcting my employee's timesheet and it does not stay corrected.
  • Why does my timesheet edit keep changing back?

 

Why aren't my edited hours showing up on payroll?

Edited hours do not show up on payroll when the timesheet was approved before the edit synced, or when the payroll run was already started. Confirm the timesheet is reopened, make the edit in Toast Web under Reports > Labor > Time entry management, and refresh Toast Payroll. If the payroll was started, reset it — see Toast Payroll: Reset a Payroll. For more missing-hours causes, see Toast Payroll: Get Help With Timesheets.

 

Also asked as:

  • Payroll timesheet not syncing with Toast Web.
  • My employee's hours aren't showing up when I run payroll.

 

Can I edit a timesheet on a payroll that has already been submitted?

No, you cannot edit a timesheet on a payroll that has already been submitted. Submitted payrolls cannot be undone or edited. Other options may be available — see Toast Payroll: Missed Employee or Missed Pay on Payroll.

 

Also asked as:

  • How do I edit a timesheet that's already imported?
  • Can I fix a timesheet after payroll ran?

 

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This content is for informational purposes and is not intended as legal, tax, HR, or any other professional advice. Please contact an attorney or other professional for advice.