Time tracking and payroll entry at outsourced admin providers involves collecting timesheets from multiple team members, verifying hours, and manually re-entering approved data into payroll systems.
Automation consolidates time entries from multiple sources, validates hours against policy rules, flags discrepancies for quick resolution, and syncs approved hours directly into payroll systems. The result is same-day payroll readiness with near-zero data entry errors.
The full workflow, from trigger to completion.
Automation is triggered on a set schedule (weekly or bi-weekly) when the payroll cycle opens. The trigger pulls the current pay period dates and employee roster.
Automated reminder is sent and email to all team members with the deadline and link. Message includes the pay period and any policy notes.
Automation pulls submitted time entries directly API and consolidates them into a single Google Sheet. Entries are automatically matched to employee records.
Automation checks for missing days, duplicate entries, and hours outside policy limits. Flagged entries are marked in the sheet and a summary is generated for review.
For any employee with incomplete or flagged hours, automation sends a targeted message requesting correction or clarification. Responses are logged.
Automation sends a structured approval request to each department manager via email with a link to the consolidated Google Sheet. Approval status is tracked.
Once all hours are approved, automation pushes the final timesheet data directly using the API, matching employee IDs and pay codes. No manual re-entry is needed.
Automation sends a final confirmation email to the finance team with a summary of hours synced, number of employees processed, and any exceptions that require manual review.
No credit card, no commitment. Map your process and walk away with a full build plan.
A visual process map, automation spec, delivery timelines, and everything needed to build it, customized to your workflow and tools.
Custom pricing, ROI projection, and payback timeline based on your actual process, not industry averages.
Your build plan stays in your workspace with no expiry. Move forward whenever the timing is right.
Other high-impact processes teams commonly map alongside this one.
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
Map This AutomationNo credit card required — it's free.