Payroll prep
Before each pay run someone collects timesheets, chases the missing ones, fixes the odd entries and keys totals into the payroll system. We make the prep automatic. You still run payroll.
- Worth automating when
- Hourly staff, more than about 10 people on timesheets, or hours coming from more than one place.
- Works with
- Wagepoint, ADP, Ceridian Dayforce, Payworks, QuickBooks Payroll, Gusto, Rippling, Deputy, When I Work, Homebase, Google Sheets, and most tools with an export or a connection.
- Who checks the exceptions
- Whoever runs payroll, for every flagged entry before the run
- Price
- from $3,500 fixed, quoted before we start. Optional upkeep from $350 a month.
How it runs
Timesheets are gathered
From wherever your team already records hours: the scheduling app, a spreadsheet or photographed paper sheets.
Missing timesheets are chased
A reminder to the employee and their manager two days before cutoff, and another the morning of.
Hours are checked
Overtime thresholds for your province or state, missed breaks, unusually long shifts and hours with no scheduled shift behind them.
Totals are prepared for import
By employee and earning code, in the format your payroll provider accepts.
A summary goes to whoever runs payroll
Every flagged entry listed with the reason, ready for a decision.
A worked example
A typical setup, to show how the pieces fit. Not a client story.
A 30-person home-care agency
Today: Caregivers log visits in a scheduling app. The office administrator spends most of every second Thursday preparing payroll and chasing missing visits.
After: Missing visits are chased automatically two days early. On Thursday morning the administrator reviews a dozen flagged entries and imports the file.
| Measure | Before | After |
|---|---|---|
| Time preparing each pay run | 5 hrs | 45 min |
| Missing timesheets at cutoff | 8 to 10 | 1 or 2 |
Questions about payroll prep
- Do you handle overtime rules?
- We flag hours against the rules you confirm for each province or state. Your payroll provider remains responsible for calculating pay.
- Do you see what people are paid?
- Usually not. Most payroll imports need only hours and earning codes, so pay rates can stay in the payroll system.
- Can it work with paper timesheets?
- Yes. A photo of the sheet is read, and anything that can't be read confidently is flagged for a person.
Have a chore like this?
Book a free 20-minute call. We'll tell you whether it's worth automating and roughly what it would cost. If it isn't worth it, we'll say so.
Pick a time