Contractor timesheet collection, validation, and invoicing is a manual, error-prone process that consumes significant HR and finance time each month. Multiple data entry steps and manual calculations create delays and accuracy issues.
Automation captures timesheet submissions, validates hours against contracts, calculates billable amounts, and generates invoices in the accounting system automatically. the team reviews only exceptions and approves invoices for sending.
The full workflow, from trigger to completion.
Contractor submits hours via a form, email, or spreadsheet. The automation platform detects the submission and extracts the contractor ID, hours, and date.
The automation looks up the contractor's rate card and contract terms or a linked database. Retrieves hourly rate, overtime multiplier, and billing client.
The automation compares submitted hours against the contract terms, flags any anomalies (e.g. overtime, missing days), and calculates the billable amount.
If hours are within expected range and contract is active, proceed to invoice creation. If not, route to manual review.
The automation creates a new invoice with contractor details, hours, rate, and total amount. Sets the invoice status to draft.
The automation sends the invoice to the client using a pre-formatted template. Logs the send date and recipient.
A notification is sent to the contractor confirming hours received, invoice amount, and expected payment date.
The automation records the invoice number, date, amount, and contractor name in a Google Sheet for payroll reconciliation and reporting.
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