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Timesheets & work reports

Timesheets from the job site go straight into the project – no retyping.

Capture timesheets and daily work reports – handwritten ones too – assign them to projects and hand them over to billing and payroll.

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30 min · free · no prep needed

  • Comes in viaUpload & scan, Email
  • You decide onAssignment or signature missing
  • Lands inERP & payroll
Before → After · Timesheets & work reports

Today: lots of manual work.

  • Timesheets reach the office on paper, as photos – or too late.
  • Someone types hours, projects and activities into the ERP by hand.
  • Missing signatures delay billing and payroll.
  1. Slips from the company vanTimesheets reach the office on Fridays – crumpled, with coffee rings by hand
  2. Deciphering handwritingIs that a 7 or a 1? Times get deciphered and retyped by hand
  3. Project: “same as yesterday”Job site missing or “same as yesterday” – assigned from memory by hand
  4. Chasing signaturesSite manager gets a call, the slip goes back by internal mail by hand
  5. Typed twice: project, payrollHours typed into the project – and again for payroll by hand

Example: Daily work report SZ-2026-1046 for Seidl Bau GmbH – waiting to be processed

Custom

Describe it, don’t code it.

This is how the XFLOWLY Agent builds the “Timesheets & work reports” flow – in conversation, tested with a sample document. Your rules, your systems.

Timesheets & work reportsDraftOverviewSpecial cases
Instructions
The flow takes shape as you describe it.

Example with synthetic data – on a call, we’ll show it with your own document.

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Your systems

Works with what you already have.

From SAP to the Excel sheet: XFLOWLY connects to your systems and replaces none of them. Highlighted are the ones typically involved in timesheets & work reports.

S/4HANAECC / R/3Business OneBusiness CentralDynamics 365Navisionabas ERPproALPHAInforOracleOdooweclappXentralWawiSage
DATEVNTCSLexwareRZLDiamantSalesforceHubSpotPipedriveShopwareShopifyMagentoDocuWared.velopELOM-Files
SharePointOneDriveOutlookExchangeTeamsGmailExcelGoogle SheetsServiceNowJiraZendeskFreshdeskPersonioSuccessFactors

And everything without a big name:CAQ systemMESTime trackingPayroll softwareREST & ODataSQL databaseSFTP & network drivePortal without an APIIn-house software

Your system isn’t listed? XFLOWLY still connects – via API, database, file or directly through the user interface. Nothing gets replaced.

Check the connection on a call
Experience built in

Typical challenges – planned for from day one.

We know from experience what tends to go wrong with timesheets & work reports day to day. The flow catches it.

Document & format

Is that a 7 or a 1? Handwriting with crossed-out entries.

How the flow handles it

Handwriting is read, corrections detected, uncertain values flagged with a snippet for confirmation.

What the flow covers

  • Take in timesheets and daily work reports as photo, scan or PDF
  • Capture person, date, times, breaks and activity – handwritten too
  • Assign project, order and cost center
  • Check for overlaps, breaks and missing signatures
  • Hand hours over to project billing and payroll
Practical example · Staffing

Handwritten timesheets from client assignments – payroll and client invoices are done two days earlier.

  • Staffing
  • Staffing agency
  • ≈ 900 employees on client assignments
  • 6 branches
  • ≈ 3,600 timesheets per month

  1. 1Starting point

    Employees submitted weekly timesheets – as photos, scans or on paper, handwritten and signed off by the client. Dispatch typed them in for payroll and billing; missing signatures often surfaced only at invoicing.

  2. 2Implementation

    • Timesheets arrive by photo, email or scan; handwriting, initials and corrections are read.
    • Every line is assigned to a person and a client assignment; break and working-time rules are checked.
    • Missing client signatures or overlaps go to the branch with an image snippet.
    • Verified hours go to payroll software and invoicing – with each client’s agreed surcharges.

    ConnectedTime trackingPayroll softwareDATEV

  3. 3Outcome

    • ≈ 70%run through without manual intervention
    • ≈ 210 hrsless manual work per month
    • 2 days earlierpayroll and client invoices are done

    Time saved calculated with 5 min of manual work per transaction before.

Project timelineLive after 5 weeks

  1. Week 1WorkshopCollected surcharges, break rules and client requirements.
  2. Weeks 2–4Test with real documentsCaptured three weeks of timesheets in parallel and compared them.
  3. From week 5LiveLive branch by branch.
Good to know

Common questions about timesheets & work reports.

Rainer GruberAlexander TraxlerReinhard SchnetzingerCan’t find your question?

Ask the founding team directly – on a call or with a quick email.

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office@xflowly.com

Yes. The flow reads your timesheets and daily work reports just as they look today – preprinted, as an Excel printout or handwritten. No new template needed.

Clearly legible entries go straight through. Uncertain values are flagged with the snippet from the photo and sent for confirmation – nothing is guessed.

The double entry and time overlap checks find overlapping time entries and a report submitted twice. Attendance and absence matching detects work logged during recorded absence, and planned vs. actual hours matching detects deviations from the plan. Then come the break check, order assignment check, activity matching and signature check.

The flow checks billability: billable and non-billable time, billing rates and travel time – travel time billed incorrectly is caught. Material record matching assigns material to the order, and material without order reference is flagged. If customer sign-off is missing, service approval waits. Whether it is a T&M report in the trades, an installation report, a service report or proof of service in project business: the time-and-materials check works the same way.

Yes, but separately: working time records, payroll and customer billing serve different purposes and follow different rules. For working time, the flow checks daily and weekly hours, breaks and rest periods according to your requirements; for payroll, it assigns wage types and obtains overtime approval. Corrections need a correction approval, and the approval status is visible at all times.

That's exactly what the flow is built for. Every value it reads stays linked to the original document, and check rules match it against your ERP. Discrepancies, missing data or unclear matches create a task for the person responsible – with the document, the comparison and decision options. The case then continues right where it left off. Values that aren't in the document are never made up.

You decide: in the XFLOWLY Cloud on a dedicated virtual machine at Google Cloud in Frankfurt – or on your own server (on-premises) running Windows or Linux. Stored data is encrypted with AES-256, and credentials for your systems are additionally kept in a separate secret vault. You'll find all the details in the security factsheet on the platform page.

Easily: after a three-month minimum term, you can cancel XFLOWLY monthly with 14 days' notice. When your subscription ends, we provide a full export – documents, results and your flow definitions in machine-readable formats, available for 30 days at no extra cost. After that, your environment is deleted.

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More Use Cases

Travel & expensesCapture hotel, train, fuel and meal receipts, check them against your travel policy and hand them over to accounting.Incoming invoicesCapture invoices, match them against the purchase order and goods receipt, approve and post.Order confirmationsCompare supplier order confirmations with purchase orders – prices, quantities and dates.

Processes that run themselves.

One call, your real process, no prep work. Afterwards, you’ll know what XFLOWLY can do for your business.

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30 minutes · free · no prep needed

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