How to approve work in the validation queue

The validation queue is where the work your engineers log on site gets signed off before it counts. Every approval and rejection is timestamped and written to the audit trail, and approved work feeds straight into your next Application for Payment. Nobody disputes what they already approved, and this queue is where that promise is made.

Reviewing little and often beats a monthly blitz. Ten minutes a day keeps the queue empty and the evidence contemporaneous.

Before you start

• You need an Admin, Office or Project Manager role. Engineers submit work from the site app but do not approve it.
• Your engineers need to be set up on the phone app and logging work. See How to add your team.

Step 1: Open the validation queue

Open the project and click Validation queue in the project sidebar. The Work updates list shows every submission waiting for sign-off: the task, the area and trade, who submitted it, when, and the claimed progress.

Step 2: Filter to what you are reviewing

Use the trade filter at the top of the list. It defaults to All trades, and you can narrow to Electrical, Mechanical or whichever trade you are checking. The count badge tells you how many submissions match.

Step 3: Review the submission

Click a row to open it. You see exactly what the engineer recorded: the task, the quantity and progress claimed, their notes, and the photo evidence from site. Judge it the way you would judge it standing next to them.

Step 4: Approve it

Two options sit on the card:

• Certify as claimed accepts the submission exactly as the engineer recorded it. This is the default.
• Adjust quantity lets you certify a different figure. Enter the certified quantity for this period, the cumulative figure and the percentage, and give a reason. The reason is required, and the engineer can see it.

Then click Approve. The queue moves you straight to the next submission so you can work through the list without going back and forth.

Step 5: Reject it if it is wrong

Click Reject, type the reason and click Confirm Reject. The reason needs at least ten characters, and it goes back to the engineer, so be specific: wrong area, photo unclear, quantity does not match the drawing. A good rejection reason gets you a good resubmission.

Step 6: Batch approve a day's work

Tick the checkbox on each submission you have reviewed, or use Select all to take the whole filtered list. A bar appears with Approve [N] selected and Reject [N] selected (the number is how many you have ticked) for the batch. Bulk rejection asks for one shared reason that is recorded against every selected submission.

Where your decisions go

Every decision is recorded with who made it, when, and why. The Recently processed section shows your latest approvals and rejections, and each approval also files a work log PDF into the project documents automatically. Approved work becomes available to the next AFP you raise. See How to raise an Application for Payment.

If something looks wrong

• The queue is empty. Either your engineers have not submitted anything yet, or you are up to date. The empty state links to the People page if you still need to invite engineers.
• An approval fails. Refresh the page and try again. The submission stays in the queue until it goes through.
• You approved the wrong thing. Approvals are written to the audit trail and are not silently reversible. Speak to your admin about correcting the record on the next cert.