Workflow recipe

Callbacks and reimbursements

This recipe explains how worker-submitted adjustments become reviewable payroll and billing records. The main goal is to stop adjustments from living in text messages, paper notes, or manager memory.

Operational question

What extra pay or reimbursement was submitted, who approved it, and where does it affect payroll or billing?

Reference walkthrough

Reimbursements

Use the video as a visual reference, then use the sections below to understand the actual implementation model: data, workspaces, rules, workflow steps, tests, and common failure modes.

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Implementation model

Build the workflow in the same order the operation will depend on it.

A recipe is complete only when the business problem, data model, operator view, policy decision, automated follow-up, and testing path all line up.

Problem

Name the operating gap and the decision the team needs to make.

Data

Identify the records and fields Teambridge must trust.

Workspace

Create the queue where operators review and act.

Policy

Define what should be allowed, blocked, flagged, or ranked.

Workflow

Connect triggers, conditions, messages, updates, and approvals.

Test

Run realistic pass, fail, exception, and permission scenarios.

Data model

Callback Adjustment records with worker, shift, count or amount, status, and reviewer.
Reimbursement Request records with amount, description, receipt, status, approver, and related shift where possible.
Users with mobile access and worker identity.
Shifts with assignment, location, role, time, and pay/bill context.
Payroll or billing fields that read approved adjustment values.

Product example

What finance sees when approved work becomes invoice-ready.

This belongs next to billing and export sections because it shows how approved operational records become structured finance outputs.

Open invoicing product page

Teambridge invoicing product visual showing invoice-ready records

Workspace design

Submitted Adjustments workspace for new requests.
Needs Review tab for incomplete or unusual submissions.
Approved tab for payroll-ready adjustments.
Denied tab for audit and worker communication.
Exported or Paid tab for downstream completion.

Rules and policy logic

Workers can submit adjustments only where the workflow is enabled.
Submitted is not the same as approved.
Approved records should be locked or permissioned carefully.
Every adjustment should link to a worker and ideally a shift.
Payroll and billing should only consume approved values.

Workflow sequence

How the process should run

Worker submits callback or reimbursement from mobile.

Teambridge creates a structured adjustment record.

Admin reviews amount, receipt, context, and related shift.

Admin approves, denies, or requests more information.

Approved values update payroll or billing readiness.

Worker receives status communication where appropriate.

Testing checklist

Submit a callback from mobile and verify it appears in admin review.
Submit a reimbursement with receipt details.
Approve one request and deny one request.
Confirm approved values appear in payroll or reporting views.
Confirm workers cannot edit records after approval if that is the intended control.

Common failure modes

Adjustment data is captured in free text only.
Submitted records flow directly into payroll without approval.
Receipts are not attached or linked to the right worker.
Callbacks are not tied to the shift where the work happened.
Payroll cannot distinguish approved, denied, exported, and paid states.