Payroll Automation Solutions
If you’re spending more than an hour on payroll a week, we can help. We cut
payroll prep from hours to minutes by automating import, export, data cleanup,
and data summarizing.
Custom Excel Spreadsheets
For businesses using web-based timesheets, payroll, commissions and tips tracking its easy to get lost in the sea of excel and csv export files that suck up your time like a black hole every pay cycle. For those without software in place, manual review and calculations are tedious, time-consuming and error-prone. Our spreadsheet-based automation replaces all of the above with a reliable pipeline that moves clean, validated data into and out of your payroll and accounting systems—every pay cycle.
The Problems We Solve
Making sure employees are paid accurately and on time ranks at the top of the list for any company, no matter how big or small. That’s why we are constantly meeting with HR, accounting and payroll professionals who are shedding precious blood, sweat and tears every week to make sure it happens. Because payroll has to get done, they’re stuck wrestling with problems like the following:
Inconsistent, multi-source data
Inconsistent, multi-source data from job sites, web apps, field crews, or vendor portals—each with different layouts, formats and codes.
Data Errors
Data Errors like missing clock-in or clock-out times, duplicate rows, wrong job codes, invalid PTO entries, or overtime miscalculations that have to be manually identified and resolved.
Risky import/export steps
Risky import/export steps between time systems, payroll platforms, and the general ledger where data may be lost or scrambled, requiring tedious cross- checking.
Complicated Calculations
Complicated Calculations especially when dealing with tip sharing or commission distribution or when pay rates vary by job, location or other work- based classification.
Compliance Exposure
Compliance exposure like union rates, prevailing wage, multistate rules, overtime, meal/break penalties, PTO accrual policies.
When problems like these add up, it’s easy to find yourself spending 10 to 20 hours every week on payroll. The good news is that— as our clients will tell you— it doesn’t have to be that way.
Our Solution We Offer
We build fully-custom solutions that work with your existing payroll, accounting and timesheet systems to produce a reliable, automated tool that can:
- Import raw time/labor data from your sources (CSV/XLSX, APIs, SFTP, email attachments, forms).
- Cleanse & validate data using your business rules (rounding, missingpunch logic, overtime rules, shift-changes, job/class code mapping, union/prevailing wage tables, PTO accrual checks).
- Prep data for import into your payroll system based on its specific import schema so you don’t have to manually enter values (e.g., ADP, Paychex, Paylocity, Gusto, QuickBooks Payroll, UKG Ready/Pro).
- Summarize results like jobcost rollups, project labor, class/location summaries, certified payroll support, tip share, commissions, etc. with downloadable reports.
- Log & alert the user to exceptions so your team reviews only what needs human attention—not the entire file.
The outcome: a more reliable execution of payroll that takes minutes instead of hours. If you’d like to find out what your custom solution would like, click the button below to book a call with an expert from our team.
Our Partners in Industry
Who We Work With
Construction & Field Services
Union & prevailing wage: apply rate tables by craft, project, county; automatic fringe allocations.
Certified payroll support: prep WH347 style outputs and source data; ensure class codes & work types align.
Job costing: map time to project/phase/cost code for both payroll and GL.
Manufacturing & Light Industrial
Shift differentials & overtime: apply rules by shift, site, or bargaining unit.
Machine/line allocation: translate kiosk punches into labor by line/cell for production reporting.
Multilocation distribution: split labor across plants and cost centers automatically.
Professional Services & Agencies
Billable vs. nonbillable: tag work types, route to invoicing and payroll separately.
Client/project mapping: keep payroll earnings in sync with project accounting and revenue.
Healthcare Clinics & Practices
Multisite staffing: allocate hours across clinics; automate stipends and differentials.
Credential/role pay rules: RN/LPN/MA pay classes validated against scheduled roles.
Nonprofits & Education
Grant tracking: distribute labor to grants/programs with caps and time windows.
Donor & grantor reporting: export auditready labor summaries.
Retail, Restaurants, Hospitality
Splitshift & break compliance with meal/rest penalty logic.
Tip allocation rules and supplemental earnings mapping.
Custom Excel Spreadsheets
What Gets Automated
Time import normalization: merge kiosk or web application CSVs, mobile app exports, and supervisor spreadsheets into one clean dataset.
Missing punch resolution: rules to infer likely end times or flag to a small exception queue.
Overtime & premium rules: daily/weekly OT, double time, California rules, shift differentials.
Union/prevailing wage: apply rates, fringes, and classifications based on project metadata.
PTO accrual sync: validate balances, prevent negative accruals, reconcile with HRIS.
Earnings code mapping: translate custom work types to the exact payroll import codes.
Multientity processing: separate exports by company/FEIN while keeping a unified view for finance.
GL labor distribution: build balanced journal lines by department, project, location, or class.
Exception triage: duplicates, unknown employees, invalid job codes, outofrange hours, policy violations.
We Commonly Work With These
Platforms & Systems
Time & HR:
TSheets, QuickBooks Time, When I Work, Deputy, Homebase, Clockify, PayCom, User-Built Excel/Google Sheets.
Payroll:
ADP (RUN/Workforce Now), Paychex, Paylocity, Gusto, QuickBooks Payroll, UKG Ready/Pro, Rippling.
Accounting/ERP:
QuickBooks Online/Desktop, Sage, Xero, NetSuite (GL exports), Microsoft Dynamics (GL exports).
Already using a different platform? No problem. Everything we do is custom and we routinely build tools for other niche and industry specific systems.
Want to Save Hours Every Week?
Let’s review your current payroll prep and identify opportunities for major time savings.
Making A
Measurable Impact
Cycle time: payroll prep typically drops from 8–15 hours to 45–90 minutes per cycle.
Error rate: exception driven review cuts paycheck corrections by 30–70%.
Close speed: GL labor distribution exports accelerate monthend by 1–2 days.
Compliance comfort: builtin guardrails reduce risk around OT, premiums, union/prevailing wage, and accruals.
Team focus: admins spend time on exceptions and approvals, not janitorial data work.
Of course, your exact results will depend on data quality, business rules, and systems—during our scoping process we can estimate the lift for you.
Custom Excel Spreadsheets
Implementation Approach
Discovery (process walkthrough, data samples, rule definitions, success metrics).
Prototype (wire the import → cleanse → export path on a subset of employees/projects).
Validation (parallel run for one to two cycles; adjust rules and mappings).
GoLive (schedule automations, permissions, notifications, handoff training).
Support (change requests as policies or platforms evolve).
Typical timeframe: 1–4 weeks depending on complexity and number of integrations.
Customized Solutions
Pricing & FAQ
During our consulting and scoping process, we will develop a project estimate that is tailored to your needs and budget. There is no cost if you decide not to move forward with the project.
Generally speaking, our payroll automation solutions typically range from $1,500 – $3,500 and have a payback period of 1 to 3 months.
Once the tool is built, it’s yours. That means no recurring monthly payments and no restrictions on how you edit or modify it.
Yes—we do this all the time.
Yes. We codify your policies as explicit rules with tests to verify proper function.
We’re always around to update the tool based on changing parameters that impact functionality.
Yes, we offer lifetime support which is billed at an hourly rate agreed upon during the project scoping phase.
For a quote. We normally need:
– Sample time data exports and a recent payroll import file.
– List of overtime/premium/accrual policies (or handbook excerpts).
– Reference tables (employees, jobs, cost centers, locations, projects).
– Target systems for import/export (payroll, HR, accounting/ERP).
– Any compliance constraints (union, prevailing wage, certified payroll).
Our Partners in Industry
Client Case Studies
Client: Golf Course & Country Club
When the team at Rose Creek Golf Course & Country Club came to us, they were spending 20 hours every week processing payroll. They were using an industry-specific club management software, Clubspot, to track auto gratuity and tips and a separate software, PayCom, for their team’s timesheets. The process of parsing through this data and extracting what was needed for distributing tips and paying hourly wages was a nightmare that consumed half of the workweek.
Within two weeks of working with our team, we had helped them roll out our automation tool, built in Microsoft Excel, and they were able to complete payroll in 1 to 2 hours (90- 95% reduction in time).
Client: Stoller Wine Group
When the Director of Tasting Rooms at Stoller was enlisted to takeover payroll processing for Stoller, he inherited a complicated system that consumed a minimum of one full workday every week.
Recognizing this was not sustainable, Michael reached out to us and showed us the manual system he was using that required “thousands of clicks” to complete and explained how he would get hours into the process before discovering one employee forgot to clock out and he would have to start the process over again.
Within a month of working with our team, our fully-customized, automated payroll and commission tool had been rolled out and instead of taking at least 8 hours a week to complete, payroll was now a 30-minute task.But the benefit didn’t stop there, because we built the tool to be scalable to their other locations so that the 8 hours a week that were being saved at Michael’s location could be saved at their other locations as well with one reliable, automated and standardized tool.