Automated timesheet data entry and consolidation

Purpose

1.1. The automation solution automates timesheet data entry and consolidation for audit services, eliminating manual timesheet input, errors, and discrepancies across teams, projects, and clients.
1.2. It automatedly collects raw timesheet entries from consultants, validates formats, triggers reminders, and merges individual timesheets into consolidated financial review reports.
1.3. The automator reconciles hours billed with project codes, expenses, and client job allocations, ensuring regulatory and internal compliance for audits.
1.4. Timesheet automation also facilitates audit-preparedness, accurate payroll, and streamlined audit trails needed for finance and audit clients.

Trigger Conditions

2.1. New timesheet file detected in company cloud storage or timesheet API endpoint receives a payload.
2.2. Weekly or monthly cutoff date for timesheet submission passes.
2.3. Approval or edit made in project management or HR platform which logs time entries.
2.4. API call or webhook from time-tracking device or app signals a new entry or status change.
2.5. Automated schedule or cron-based automation requiring timesheet consolidation.

Platform Variants

3.1. Microsoft Power Automate
• Feature/Setting: “Get files (OneDrive/SharePoint)” and “Create item (Excel/SharePoint List)” configured with timesheet folders and employee mappings.
3.2. Google Apps Script
• Feature/Setting: Script automates “onEdit” trigger in Google Sheets—logs every change and merges data with Google Drive files.
3.3. Zapier
• Feature/Setting: "New File in Folder (Google Drive/Dropbox)“ as trigger, then “Update Spreadsheet Row” for consolidation into a master worksheet.
3.4. Make (Integromat)
• Feature/Setting: “Watch Files” (Dropbox/Drive) and “Aggregator” to consolidate multiple sheet entries.
3.5. Workato
• Feature/Setting: Recipe utilizes “Trigger on file upload (Box/Drive)” and “Action: Append rows (Excel/Sheets/Database)”.
3.6. UiPath
• Feature/Setting: "Read Range” and “Write Range” for Excel, automates extraction and merging of timesheet rows.
3.7. Blue Prism
• Feature/Setting: Automation objects for “File Management” and “MS Excel VBO” with scheduled timesheet extraction.
3.8. ServiceNow
• Feature/Setting: “Scheduled Data Import” from timesheet attachment locations, with Transform Maps for data manipulation.
3.9. Salesforce Flow
• Feature/Setting: “Platform Event Triggered Flow" to automate timesheet entry on specific triggers, linked with custom objects.
3.10. BambooHR
• Feature/Setting: “Webhooks” on time tracking events, “API: GET/PUT Timesheets”, consolidating on HR milestones.
3.11. ADP Workforce Now
• Feature/Setting: “On Data Extract” trigger, “Timesheet Import API” to automate data consolidation into financial modules.
3.12. Clockify
• Feature/Setting: “Webhook for Time Entry Created”, “Export API” to automate timesheet exports and centralization.
3.13. Harvest
• Feature/Setting: “Time Entry Webhook”, “Reports API” for fetching and aggregating hours worked data.
3.14. Smartsheet
• Feature/Setting: “Cell Change Trigger”, “Move Row” automation to master consolidation grid.
3.15. QuickBooks Online
• Feature/Setting: “Time Activity API” to automate importing data, syncing with payroll, and audit modules.
3.16. Slack
• Feature/Setting: “Incoming Webhook” to receive timesheet reminders, “Slash Command” for timesheet entry automation.
3.17. Monday.com
• Feature/Setting: “Automations” for item creation, “API: Items by Board” to collect and merge reports.
3.18. Asana
• Feature/Setting: “Project Updated Trigger”, automate export via “Tasks API” for timesheet activity.
3.19. Trello
• Feature/Setting: “Card Custom Field Change” automation, “Export API” for collecting time cards.
3.20. Notion
• Feature/Setting: “Database Updated Event” triggers, automate consolidation via “API: Query Database”.
3.21. Jira
• Feature/Setting: “Worklog Created Event”, “REST API” for time tracking data extraction.
3.22. FreshBooks
• Feature/Setting: “Timer Updated Webhook”, “Timesheet Export API” for batch audit consolidation.
3.23. Xero
• Feature/Setting: “Timesheet API” integrating timesheet automation with payroll and audit review functions.
3.24. Oracle NetSuite
• Feature/Setting: “SuiteTalk SOAP Web Services: Timesheet Record”, “Scheduled Workflow” automates import/consolidation.
3.25. SFTP/FTP Servers
• Feature/Setting: “Automated fetch” for uploaded CSV/XLS timesheets, transfer to consolidation process.

Benefits

4.1. Automates entry and aggregation, minimizing manual effort and reducing costly errors.
4.2. Automated schedule ensures deadlines are met, avoiding compliance issues and audit delays.
4.3. Centralized consolidation supports financial transparency and instant audit preparation.
4.4. Audit trails are maintained by automating logs, supporting regulatory requirements.
4.5. Increases productivity and employee satisfaction by freeing up resources for higher-value tasks through automation.