Option 1 — Add Retro Hours in the Original Pay Period (Recommended)
Add the missed hours back into the pay period where they should have been recorded.
Steps:
Go to Timesheets and select the Pay Period where the hours were missed
Unlock the timesheet for that period
Add the retro hours as new hours or as hour adjustments to the existing timesheet, then Save and Approve.
Lock the timesheets back.
Go to the Invoicing tab
If the invoice has not yet been generated, open and generate it with the updated hours
If the invoice was already generated, regenerate it — the old invoice will automatically be voided and a new one will be created with the same invoice number
Send the revised invoice to your client
Why this is the recommended approach:
No OT recalculation needed — the hours are entered in the correct period, so the system calculates overtime accurately for that week
Invoice auto-corrects — the void and regenerate process keeps your invoice numbering clean
Payroll-ready — download the timesheet data for the period, filter by candidates who are required to be paid retroactively and process payroll for the retro hours with no manual OT calculations required
Option 2 — Add Retro Hours in the Current Week
Add the missed hours into the current active pay period instead of going back to the original one.
Before you start:
Make sure the employees you're adding retro hours for are placed on an active job order in the current week
If they are no longer actively employed, you will need to add them back to the job order
Alternatively, you can create a new job order specifically for retro hours and place those employees on it
Steps:
Go to Timesheets and select the current pay period
Select the Job Order (existing or newly created for retro)
Enter the retro hours for each employee
⚠️ Overtime Considerations:
The system calculates overtime per job order, not per employee across job orders. This is important when deciding how to add retro hours:
Scenario | OT Impact | What to Do |
Retro hours added to an existing job order where employees are currently working | Retro hours will count towards overtime for the current week | Use Override OT Rules to set these hours as Regular or Overtime as needed |
Retro hours added to a new job order created specifically for this purpose | Hours are treated as regular by default since OT is calculated per job order | No action needed, but you can override if required |
To override OT rules: Go to the timesheet entry → select Override OT Rules → choose whether the hours should be counted as Regular or Overtime.
Invoicing for Retro Hours (Option 2):
Since retro hours are added in the current period, you have two choices for invoicing:
Separate invoice — Create a custom invoice from the retro job order for just the retro hours. Go to invoicing > Create Invoice > Custom Invoice
Combined invoice — Include the retro hours along with the current week's invoice in a single billing cycle. Go to Invoicing > Include new job order data while creating invoice
Both options are available under the Invoicing tab.
Which Option Should I Use?
| Option 1 — Original Period | Option 2 — Current Week |
Best for | Accurate record-keeping, clean payroll | Quick processing, employees no longer active |
OT Handling | Automatic — no adjustment needed | May require OT override depending on setup |
Invoice Impact | Auto-voids and regenerates in original period | New or combined invoice in current billing cycle |
Complexity | Low | Medium |