There are some common problems companies have with the timesheet process:
Wasted time on timesheet delivery. If your employees drive to the office on Friday – to submit their timesheets and then drive back on Monday to pick up new ones, you might want a faster way of timesheet reporting.
Delays in timesheet approval. When the timesheets are emailed to the supervisor, their inbox is cluttered and some emails get lost.
Complicated data analysis. Manual data copy-pasting from timesheets to the spreadsheet for further payroll processing entails human error and a huge waste of time.
Automated timesheet process as a solution
A timesheet (or timecard) is a form employees fill out with dates and hours they spend during the week on their tasks, projects, or working with a client. At the end of the week, they sign it and submit first to the manager for timesheet approval, and then to HR for payroll processing. The flow may differ though.
The timesheet workflow is what helps automate this process routing.
Timesheet approval flowchart
Stages of an automated timesheet process
Timesheet workflow aims to automate the whole process: from capturing data in an organized and structured way, to timesheet approval, data reporting and data-driven decisions.
01. Customizable Templates
Ensure instant access to a timesheet template. A blank daily timesheet template is always available for the employees in a web browser or on their mobile devices. A timesheet can be accessed on mobile even with no internet connection.
02. Timesheet Calculator
Fill out & submit on the go. The employee captures their working hours every time they start and finish their job. The time is automatically calculated and at the end of the week or month, the employee can sign and submit a timesheet with a tap of a button. The form is sent based on the rule you configure, e.g. for the manager’s approval.
03. Timesheet Approval Process
Review & approve in one click. The supervisor can approve or reject a form in one click. If rejected, the timesheet goes back to the employee for rework. If approved – the timesheet goes further down the flow.
File accurate reports. Information put in the timesheets can be automatically extracted from the completed forms in the form of the report for further customer billing, payroll processing, etc.
Advantages of automated timesheets
Track employee working hours easily
Automate the timesheet approval process
Get a structured data and save time on rework
Analyze employee performance and adjust payroll payments based on accurate data
The majority of tools that offer automation of the timesheet process are limited to data collection. Some may offer the approval process management.
When selecting a tool, consider the systems that offer automated retrieval of collected data into a database/spreadsheet or into the platform you use to analyze data.
The automation of manual data processing will save days of work for your office staff.