About This Automation
Crew time tracking requires supervisors to manually collect timesheets from multiple channels, verify hours against job records, and enter data into payroll and accounting systems. This scattered, repetitive work creates delays, errors, and lost visibility into labor costs.
Automation captures time entries directly from crew messages, validates them against job records in real time, and syncs verified hours to payroll and job costing systems. Supervisors focus on exceptions instead of data entry.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Crew member sends time entry message to a dedicated channel with hours, job code, and date. The automation platform monitors this channel for new messages.
The automation extracts hours, job code, crew member name, and date message and validates the format.
The automation looks up the job code in the job tracking spreadsheet to confirm the job is active and retrieve job details for costing.
Verified hours are automatically posted under the crew member and job code, ready for payroll processing.
Hours are added to the job costing spreadsheet, updating total hours and labor cost for the job.
The automation sends a confirmation message to the crew member and supervisor channel confirming hours logged and job assigned.
If hours or job code do not match expected patterns, a alert is sent to the supervisor for manual review before payroll runs.
At week end, the automation compiles all logged hours by crew member and sends a summary to the supervisor for final approval before payroll processing.
Most popular tool stack used
— the complete tool combinations companies use
Slack
Google Sheets
QuickBooks Online
GmailWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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