Turn scanned timesheets into approved records automatically

AI reads uploaded timesheets and emails a manager a summary to approve before the hours get filed.

How the work actually flows

A straight line. Runs once per each uploaded timesheet file; a person has to approve before it continues.

Pattern: Sequence (1) ยท Multiple Instances without a priori Run-Time Knowledge (15)

flowchart TD trig[\"new timesheet file uploaded"\]:::trigdata s0[["AI extracts hours and details"]]:::mi s1["build summary and flag issues"]:::task s2(("email manager for approval")):::human s3[("file approved record")]:::store trig --> s0 s0 --> s1 s1 --> s2 hg(("manager approves summary")):::human s2 --> hg hg -->|"approved"| s3 hg -. "sent back" .-> s2 out[/"approved timesheet ready for payroll"/]:::out pay{{"cuts manual retyping and errors"}}:::pay s3 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepRuns once per itemA personA record or sheetResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsEmail AutomationDocument Processing & OCRFile & Cloud StorageSecurity & Compliance
Connects
Google DriveMistral AIGmail
Featured in

The problem it solves

You spend hours retyping hours from paper timesheets, PDFs, and photos into your system, and mistakes slip through when nobody double-checks the numbers. Chasing down missing or odd-looking entries eats into time you don't have.

Who it fits

HR teams and office managers who handle payroll for hourly or field employees.

How it works

  1. New timesheet files, whether scanned images, PDFs, or spreadsheets, are found in a shared Google Drive folder
  2. AI reads the file and pulls out dates, hours worked, tasks, and notes
  3. The extracted data is turned into an easy-to-read summary and flagged if anything looks off, like missing hours or duplicate dates
  4. An approval email is sent to HR or a manager with the summary and the raw data attached
  5. Once approved, the record is filed and a confirmation goes out
What you get

Timesheets summarized for sign-off

You get scanned timesheets read automatically and turned into a clear summary ready for a manager's approval.

What you get

A reviewed, approved timesheet record ready for payroll, plus an audit trail of what was checked.

What you need

A Google Workspace account, a Mistral API key, and Gmail.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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