An industrial temp agency spent three days a month turning timesheets into invoices and payroll — with errors in both. We built one Make scenario that runs approved hours through rate cards into invoices and payroll files. Billing day now takes four hours.
Typical results
0
Invoice disputes last quarter
₪38K
Under-billed hours recovered
0%
Invoice error rate, from 8%
Figures reflect typical results for this kind of automation.
The challenge
Every month, hundreds of timesheets were retyped twice — once into invoicing, once into payroll — through a maze of client-specific rates, overtime rules and holiday multipliers. The double entry meant billed hours didn't always match paid hours: about 8% of invoices carried errors, clients disputed them, payments stalled, and under-billed shifts quietly leaked margin.
Before and after
Monthly billing run
−83%Invoice error rate
−100%The automation
We made client-approved timesheets the single source of truth. One Make scenario runs every approved line through the right rate card — role, shift type, overtime, holidays — and generates draft invoices and the payroll file from the same data, so billed and paid hours can never drift apart. A reconciliation gate flags any mismatch with full context before anything is sent, and approved invoices post straight into accounting.
How it works
- 01
Timesheets approved
Clients approve hours in the portal or by signed sheet; approved data lands in one place.
- 02
Rates applied
Each line runs through the client's rate card — role, shift type, overtime, holiday multipliers.
- 03
Two outputs, one source
The same hours generate draft invoices and the payroll file, so billed always matches paid.
- 04
Mismatch gate
Any gap between billable and payable hours is flagged with context before anything is sent.
- 05
Send and sync
Approved invoices go out and post to accounting; the payroll file goes to the bureau.
Starts from
- Client-approved timesheets
- Rate cards per client & role
Delivers
- Draft invoices per client
- Payroll file per pay cycle
- Mismatch flags before anything sends
The impact
The monthly billing run compresses from three full days to four hours, and the invoice error rate falls from 8% to zero, so disputes all but disappear. Reconciliation also surfaces under-billed hours, worth about ₪38K a year for an agency this size, margin that was silently given away.
Questions about this automation
How are client rate cards applied to timesheets?
Each approved timesheet line is matched to the client's rate card by role and shift type. Overtime, night and holiday multipliers are applied by rule, so the same hours always produce the same amount. Rate cards are kept in one table that the agency updates when a contract changes.
How does the automation keep billed and paid hours in line?
Invoices and the payroll file are generated from the same approved hours. Before anything is sent, a reconciliation gate compares billable and payable hours and flags any gap with the timesheet, rate and client attached. Nothing goes out until the billing team has resolved the flagged lines.
What does the agency need to get started?
The agency needs approved timesheets in one place, such as a client portal or a Google Sheets file, its rate cards per client and role, and access to its accounting system and payroll format. It is a multi-step build, usually rolled out in stages, with invoices first and payroll after.