Real-time tracking of billable services and hours

Purpose

1.1. Automatically record, store, and monitor all billable service activities and staff hours in real-time, ensuring up-to-the-minute accuracy for billing, payroll, insurance claims, compliance, and audit readiness.
1.2. Enable seamless collection of check-in/checkout times, activity logs, service types provided, and client or staff identifiers, instantly syncing data across payment, HR, and compliance systems.
1.3. Reduce manual entry, eliminate discrepancies, accelerate billing cycles, and enable transparent reporting for all stakeholders (clients, families, insurance, regulators).

Trigger Conditions

2.1. Staff member clocks in/out using mobile or biometric system.
2.2. Service session record is saved via form, app, or digital device (tablet/kiosk).
2.3. Arrival/departure of client recorded by RFID, QR, or NFC scan.
2.4. New billing period generated (weekly, biweekly, monthly).
2.5. Service completion event posted by staff or system (e.g., therapy session finished).

Platform Variants

3.1. QuickBooks Time
• API: `TimeActivity` endpoint for real-time hours synchronization.
• Configuration: OAuth app, webhooks for new/updated time entries.

3.2. ADP Workforce Now
• API: `Time Off Data` and `Time Card Data` endpoints for synchronized staff attendance.
• Configuration: Register service user, set up polling or push updates.

3.3. BambooHR
• API: `Timesheet` endpoint for instant updates of hours worked.
• Configuration: API token, webhook notification to collect clock in/out events.

3.4. Deputy
• API: `Timesheets` POST & GET for automated entry on shifts.
• Configuration: Service user, schedule push API for session recording.

3.5. Kronos Workforce Ready
• API: RESTful endpoints for `Punch` operations and payroll integration.
• Configuration: OAuth 2.0, real-time event triggers.

3.6. Paylocity
• API: `Time Entry` function for submitting and updating real-time hours.
• Configuration: Create API app, enable push notifications for changes.

3.7. Salesforce Health Cloud
• Function: Custom `ServiceTracking` object, trigger Flow/Apex on record creation.
• Configuration: Configure Platform Events/Flows for automated sync.

3.8. SAP SuccessFactors
• API: `AttendanceRecord` service for real-time hour capture.
• Configuration: API user, enable events subscription.

3.9. Zenoti
• API: `Appointment` and `Invoice` for logging billable sessions.
• Configuration: OAuth client, webhook for appointment completion.

3.10. CareSmartz360
• Endpoint: `ClockInOut` API for staff logging and integration.
• Configuration: Generate API keys, trigger on time log action.

3.11. Jibble
• API: `Time Entries` endpoint for instant transfer of attendance.
• Configuration: API key, webhook for entry changes.

3.12. ServiceNow
• Table API: `Time Card` table for updating care periods.
• Configuration: Basic Auth, flow triggers on insert/update.

3.13. Zoho People
• API: `Attendance` POST/GET for live shift logging.
• Configuration: OAuth or API key, notification mail on entry.

3.14. Xero
• API: `Timesheet` endpoint to push billable hour records.
• Configuration: OAuth2.0, schedule fetch-and-post for billing dates.

3.15. Hubstaff
• API: `Activities` and `Timesheets` endpoint for session sync.
• Configuration: Access token, daily push of tracked logs.

3.16. FreshBooks
• API: `Time Entries` for real-time feed of sessions by service provider.
• Configuration: OAuth2, set callback on entry creation.

3.17. Microsoft Dynamics 365 Human Resources
• Data Entity: `TimeEntries` for real-time reflection in HR & billing modules.
• Configuration: Azure AD app, recurring push of entry data.

3.18. Tsheets (now QuickBooks Time)
• API: `Timesheets` endpoint for employee hour events.
• Configuration: OAuth, webhook for new punches.

3.19. Gusto
• API: `Time Tracking` feature to capture active shift completion.
• Configuration: API token, polling new events.

3.20. Homebase
• API: `Timesheets` for logging daily staff activities.
• Configuration: Access token setup and webhook notification.

3.21. PointClickCare
• Integration: Real-time ADT (Admissions, Discharges & Transfers) sync using FHIR API.
• Configuration: API Secret, post events on client movement.

3.22. OpenEMR
• API: `Encounters` and `Billing` endpoints to correlate service provision and staff.
• Configuration: OAuth, scheduled API call post-session.

Benefits

4.1. Eliminates manual timesheet entry errors and reduces reconciliation time.
4.2. Provides instant, accurate billable data for invoicing, payroll, and compliance.
4.3. Ensures timely submission to insurance and improves audit traceability.
4.4. Enhances transparency for clients, staff, and families via real-time updates.
4.5. Automates reporting and analytics on service utilization and staffing.