Timesheets and leave requests are collected and approved automatically, with each request routed to the right manager and HR records updated — no manual data entry.
Typical results
1 click
for managers to approve a request
Real time
leave balances, always accurate
0
manual entries into HR and payroll records
Figures reflect typical results for this kind of automation.
The challenge
Employees submitted hours and leave requests by email and paper forms. Approvals were lost or delayed, balances were tracked by hand, and month-end reconciliation took the HR team days.
Before and after
Approval cycle for a request
−80%Month-end reconciliation effort
−83%Requests lost or stuck per month
−100%The automation
We built a flow where staff submit hours and leave through a simple form. It checks remaining balances, routes each request to the appropriate manager for one-click approval, and updates the HR system and payroll records automatically.
How it works
- 01
One simple form
Staff submit hours and leave requests in one place — no paper, no email threads.
- 02
Balance checked
The flow validates the remaining leave balance automatically before routing.
- 03
Routed to the right manager
Each request reaches the appropriate manager for a one-click approval.
- 04
Records update themselves
The HR system and payroll records update the moment a request is approved.
- 05
Month-end becomes a review
Reconciliation is a quick check instead of a manual rebuild that takes days.
Starts from
- Leave request
- Logged hours
Delivers
- Request approved
- Records updated
The impact
The approval cycle shrank to about a day, leave balances stayed accurate in real time, and month-end reconciliation became a quick review instead of a manual rebuild.
Questions about this automation
How does the flow know which manager approves each request?
Every employee is mapped to an approving manager in the HR system or an org chart sheet. The request goes to that manager by email or Slack with one-click approve and decline buttons. If the manager is away, a backup approver can be set, and requests left unanswered are escalated after a set number of days.
How are leave balances checked?
Before a request is routed, the automation reads the employee's remaining balance for that leave type and compares it with the days requested. Requests that exceed the balance are flagged for the manager or returned to the employee with the current figure, so balances never go negative by mistake.
Which HR and payroll systems can it update?
Approved hours and leave are written to the HR system and to a payroll export, either through an API or as a structured file in the format the payroll provider expects. Rejected and pending requests stay visible in a shared log. A multi-step build like this is usually rolled out in stages, starting with leave requests.