You’re managing Filipino virtual assistants across different time zones, juggling deadlines, and trying to process payroll on time.
Then Friday rolls around and half your team hasn’t submitted their hours yet. Sound familiar?
Your VAs aren’t trying to make your life difficult. Trust me they’re either too busy catching deadlines or genuinely forgetting because life happens.
The solution isn’t cracking down harder. It’s building a timesheet reminder system that works without making anyone feel micromanaged.
This guide will show you 8 proven timesheet reminder strategies for remote Filipino teams. Here they are
Set Up Reminders Before the Deadline
The sweet spot is always a week before the deadline, so ping your groups of gentle reminders if salaries are scheduled to be sent out by the 15th or by end of the month.
Make sure you send the reminder a week beforehand or pin a comment on General channels. See what gets the best response from your team.
Make the reminder friendly and action-oriented. Include a direct link to wherever they submit timesheets. The easier you make it, the faster they’ll do it.
Use Slack or Teams Notifications with the Right Tone
Communication platform reminders work because people actually see them. Email can get buried, but a Slack ping usually gets noticed.
Post messages on your “General Channel”, or send direct messages. Some teams even use lighthearted memes or GIFs to keep the tone casual.
A funny “it’s timesheet time” meme can get better results than a serious corporate message.
Here’s a sample message:
“Friendly reminder that timesheets are due tomorrow at 11:59pm Manila time! Here’s the link: [timesheet portal]. Thanks team!”
Here’s what doesn’t: “TIMESHEETS OVERDUE. SUBMIT IMMEDIATELY.”
See the difference? One sounds like a helpful teammate. The other sounds like a drill sergeant. Your Filipino VAs will respond better to the first approach.
Follow Up When Virtual Assistants Miss Timesheet Deadlines
When someone misses the deadline, reach out privately within 24 hours. Not in the group chat. Not CC’ing other managers. Just a simple, direct message.
“Hi Sarah, I noticed your timesheet for this week didn’t come through. Is everything okay? Let me know if you need help submitting it or if there are any technical issues.”
This approach assumes good intent (maybe they forgot, maybe the system glitched) rather than immediately assuming laziness. It also opens the door for them to flag legitimate problems you might need to fix.
Best Times to Send Timesheet Reminders to Filipino Virtual Assistants
Look at when your schedule overlaps with your team’s working hours.
If you’re on the US East Coast, late afternoon your time (around 4-6pm) hits early morning Manila time (4-6am the next day).
That won’t work. But your morning (8-10am EST) lands during their evening (8-10pm Manila time), which usually catches people wrapping up their day.
West Coast teams have better overlap. Your 6pm PST is 10am the next day in Manila, right when people are settling into work. Your morning coffee time is their late evening.
European teams face the opposite challenge. London afternoons (2-4pm GMT) catch Manila late evenings (10pm-midnight).
Consider sending reminders during your evening hours when Filipino VAs are starting their next workday.
Use Calendar Invites and Deadline Reminders
Add timesheet deadlines as recurring calendar events that your whole team can see.
Create a new event in Google Calendar or Outlook: “Timesheet Deadline – 11:59pm Manila Time.” Set it to repeat weekly on your deadline day.
Add your team members as guests.
Add two notifications: one for 24 hours before, another for 1 hour before. Each team member gets automatically pinged at those times.
Include your time tracking portal link in both event descriptions. When the reminder pops up, your team clicks and submits their timesheets.
Reward Virtual Assistants for On Time Timesheet Submissions
Positive reinforcement works. People like being appreciated.
When team members consistently submit timesheets on time without reminders, acknowledge it. A simple “Thanks for always submitting on time, Miguel, really appreciate it!” goes a long way.
Some teams do monthly shoutouts for perfect timesheet records. Others include it in quarterly reviews or performance discussions.
You could offer small bonuses or gift cards (totally up to you) for consistent compliance.
What to Do When Filipino VAs Still Miss Timesheet Deadlines
Sometimes even gentle reminders don’t fix chronic late submissions. Here’s what to do.
Have a direct conversation. Ask privately if there’s something preventing them from submitting on time. Is the system confusing? Is the deadline unrealistic given their schedule? Do they need help?
Review your deadline timing. Maybe Friday 5pm Manila time doesn’t work for your team’s workflow. Try moving it to Sunday night or Monday morning and see if compliance improves.
Consider whether the person is a good fit. If someone consistently ignores timesheet requirements after clear communication, training, and support, they might not be the right contractor for your needs. That’s okay. Not every working relationship works out.
Check your own systems. Are you making it easy to submit? Are your instructions clear? Is your platform user-friendly? Sometimes the problem isn’t the people, it’s the process.
Best Time Tracking and Reminder Tools for Filipino Virtual Assistant Teams
You don’t need to manually track all of this yourself. Modern time tracking platforms handle most of it automatically.
Platforms like ManagePH.com give you real-time visibility into clock-in and clock-out records, so you can instantly see who’s logged their hours and who hasn’t.
Slack integration features sends automatic notifications when team members submit time entries, invoices, or requests, keeping everyone in the loop.
How to Create a Clear Timesheet Policy for Filipino Contractors
Put your expectations in writing.
Create a simple one-page document that outlines:
- When timesheets are due (day, time, timezone)
- How to submit them (link, platform, step-by-step if needed)
- What information needs to be included (hours worked, project codes, notes, etc.)
- What happens if they’re late (payment delays, follow-up process)
- Who to contact if there are technical issues
Share this during onboarding and keep it accessible in your shared drives.
Frequently Asked Questions
How do you politely remind someone to submit their timesheet?
Send a private, direct message within 24 hours of the missed deadline. Use language that assumes good intent. Avoid public callouts or CC’ing managers. For proactive reminders, send friendly Slack messages 24-48 hours before the deadline with a direct link to your timesheet portal.
What time should I send timesheet reminders to Filipino virtual assistants?
Send reminders during overlap hours between your timezone and Manila time. US East Coast: 8-10am EST hits 8-10pm Manila time when VAs are wrapping up. US West Coast: 6pm PST equals 10am Manila time during their work start. Avoid sending at 2am Manila time when your team is about to wrap up their days.
How often should you remind employees to submit timesheets?
Send one reminder a week before your payroll deadline (if paying on the 15th or month-end). Add a second reminder 24-48 hours before the actual timesheet deadline. Set up recurring Google Calendar or Outlook events with automatic notifications at 24 hours and 1 hour before the deadline. This creates consistent reminders without manual follow-up every week.