Timesheets & Payroll Processing

Q: What happens if a crew member submits a timesheet with missing or invalid job codes?

The automation flags the invalid entry and notifies payroll staff immediately so they can contact the crew member for correction. Valid timesheets are processed while exceptions are held for manual review.

Q: Can the automation work with our existing spreadsheets and accounting software?

Yes, the automation connects to Google Sheets and QuickBooks Online, reading timesheet data and writing clean payroll records directly. It works alongside your current tools without requiring new software.

Q: How does the system handle deductions like lunch breaks or unpaid time off?

Deduction rules are configured once in the automation based on your company policy. The system applies them consistently to every timesheet, reducing manual lookups and errors.

Q: Will crew members need to change how they submit timesheets?

Crew can continue submitting via email or paper, or you can set up a simple online form for faster, more accurate submissions. The automation accepts timesheets from multiple sources.

Site hours captured from the field, fed to payroll.

3.0k hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Timesheets and payroll processing involves collecting crew hours, manually entering them into spreadsheets, calculating overtime and deductions, and importing data into accounting software. Manual re-entry and verification create errors, delays, and significant administrative burden.

Automation validates timesheets as they arrive, calculates gross pay and overtime automatically, applies deductions and taxes, and prepares clean payroll records for import. the team spends minutes reviewing instead of hours entering and correcting data.

Key features:

Validate timesheet submissions against active job codes and crew records in real time

Calculate gross pay, overtime at 1.5x rate, and tax withholdings automatically

Apply lunch deductions and other payroll rules without manual lookup

Reconcile hours across all crew members and flag discrepancies for review

Prepare formatted payroll records ready for direct import into accounting software

Send payroll status notifications to crew and finance with summary totals

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual data re-entry errors Payroll staff re-enters hours from multiple sources, introducing duplicate entries, transposed numbers, and wrong job codes.	80%
2	Overtime calculation verification Spreadsheet formulas require manual review and correction, especially when crew members work across multiple projects.	67%
3	Tax and deduction lookups Payroll staff manually searches for current tax rates and deduction rules, increasing processing time and compliance risk.	53%
4	Job code reconciliation delays Cross-referencing job codes against active projects and flagging discrepancies requires manual spot-checking and crew follow-up.	40%
5	Accounting software import mapping Exporting from spreadsheet and re-mapping columns for import into accounting software adds manual steps and import failures.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.3/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.6/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Timesheet Submission Receivedtrigger

Crew member submits timesheet via Google Form with hours, job codes, and deductions. Submission is captured in real-time.

2. Validate Hours and Job Codes

Automation checks that hours are within expected range, job codes match active projects, and deductions are flagged for review. Invalid entries are logged for manual correction.

3. Calculate Gross Pay and Overtime

Automation calculates regular and overtime hours, applies the correct pay rates, and computes gross pay. Overtime is automatically flagged at 1.5x for hours over 40/week.

4. Apply Deductions and Taxes

Automation applies stored deduction rules, tax withholding rates, and any other payroll adjustments based on employee profile.

5. Create Payroll Entry

Automation creates a payroll transaction with all hours, rates, deductions, and job code allocations. No manual import or re-entry is needed.

6. Send Payroll Confirmation to Team

Automation sends a notification to payroll staff and finance with a summary of hours processed, gross pay, and any flagged items requiring review.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

What 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.

Will the automation handle different pay rates for different crew members or projects?

Yes, the system stores pay rates by crew member and project, applies the correct rate to each timesheet, and calculates gross pay accordingly. Overtime rates and special project premiums are applied automatically.

What happens if a crew member submits a timesheet with missing or invalid job codes?

Can the automation work with our existing spreadsheets and accounting software?

How does the system handle deductions like lunch breaks or unpaid time off?

Will crew members need to change how they submit timesheets?

View more FAQs

Process pain:9.3/10

Mapped by:13 Companies

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Page updated 10 August 2026