TimesheetsThe problem: every client sends hours a different way

Hours in from five places. Nothing written until a person confirms.

Clients send hours their own way. TalentCore lines them up against the week's bookings. A person approves them, and that one set of hours goes on to pay and invoices with nothing keyed twice.

Talk to us See how it works

5 sourcesLabelled on every row.
Line by lineA person confirms each read figure.
One set of hoursBehind pay and invoices.

Read from the sheet Example Foods

Download the scan

Reading the sheet…

Kay D, Mon, 8Mon 9 Nov, 06:00 to 14:008.00
Kay D, Tue, 8Tue 10 Nov, 06:00 to 14:008.00
Raj K, Mon, 8½Mon 9 Nov, 06:00 to 14:308.50

Nothing is written until each line is confirmed.

3 lines confirmed by Sam P. Now on the week's timesheets.

Screens are drawn from the real product with made-up data.

What it doesThe problem: a wrong row is found on payday

From hours worked to hours approved.

The software gathers, matches and checks. A named person approves. Payroll's readiness check then lists any hours still waiting, before the run.

1StartFrom bookings
2GatherFive sources
3ReadA signed sheet
4ChaseCut-off register
5ApproveWith safeguards

Step 1

The week, already filled in

Timesheets start from the week's bookings, so you correct and do not type from scratch. Edit hours in the row, apply the scheduled hours in one go, or add a manual timesheet for work that was never booked.

Approve one at a time or all together, with an unapprove if you got it wrong.
Hours shown as decimal or h:mm, whichever your payroll thinks in.
Approved hours flow to payroll and invoicing without re-keying.

How bookings work

Timesheets week ending 15 November

Import CSVApprove All

Total Hours1,284from 162 shifts

Approved156ready for pay

Pending62 queried

Workers34across 4 clients

Worker	Client and site	Shift	Hours	Net Hrs	Status
Kay D.Example Foods, Depot 1Mon 06:00 to 14:00	Example Foods, Depot 1	Mon 06:00 to 14:00	8.00	7.50	PendingApproved
Kay D.Example Foods, Depot 1Tue 06:00 to 14:00	Example Foods, Depot 1	Tue 06:00 to 14:00	8.00	7.50	PendingApproved
Raj K.Example Foods, Depot 2Mon 06:00 to 14:30	Example Foods, Depot 2	Mon 06:00 to 14:30	8.50	8.00	PendingApproved
Nia W.Sample Retail, Store supportMon 22:00 to 06:00	Sample Retail, Store support	Mon 22:00 to 06:00	8.00	7.00	PendingApproved
Mo O.Demo Logistics, YardMon 07:00 to 17:00	Demo Logistics, Yard	Mon 07:00 to 17:00	10.00	9.25	Queried
Ana T.Example Packaging, Depot 1Mon 14:00 to 22:00	Example Packaging, Depot 1	Mon 14:00 to 22:00	8.00	7.50	Approved

Step 2

Hours from five sources

Take hours however they arrive: keyed by the client in their portal, a signed sheet the client uploads, submitted by the worker in their portal, clocked at site, or imported from a spreadsheet. Every row shows where its figure came from, and hours your own team keys are labelled too.

A source label on every row, and a filter to see one source at a time.
A downloadable template keeps spreadsheet imports clean.
You work with the client's process. You do not lose control of yours.

What clients do in their portal

C
Keyed by the hirerExample Foods typed these into their portal
312.00
S
From a sheet the client sentRead from a signed sheet, confirmed line by line
96.50
W
Submitted by the workerEntered by the worker in the worker portal
223.25
K
Clocked at siteCaptured by a clock, not typed by anybody
408.25
I
Imported from a fileSample Retail's weekly spreadsheet
244.00

Week ending 15 November1,284.00 hours

Step 3

A signed sheet, read from a photo

The hiring manager uploads the sheet they already sign on site: a scan, a phone photo, a PDF or a spreadsheet. TalentCore's AI reads it and proposes hours line by line, matched to that client's bookings for the week. A read figure is a suggestion. It is nobody's pay until a named member of staff confirms it on screen.

Photos, PDFs and CSV files are read for you.
Excel files are stored for a person to key, not read automatically.
With the AI features switched off, the upload is still kept for manual entry.

Sheet from Example Foods timesheet-depot-2.jpg

Download the scan

What the sheet says	Shift it belongs to	Hours	Break
Raj K, Mon, 8	Mon 9 Nov, 06:00 to 14:00	8.00	0:30
Raj K, Tue, 8	Tue 10 Nov, 06:00 to 14:00	8.00	0:30
Raj K, Wed, 1?	Wed 11 Nov, 06:00 to 16:00	16.0010.00	0:30
Raj K, Thu, 8	Thu 12 Nov, 06:00 to 14:00	8.00	0:30

Priya R. is checking Wednesday. The handwriting could be 10 or 16, and the shift was ten hours. A person decides.

Corrected to 10.00 by Priya R. All four lines confirmed.

Applied from sheet. 34.00 hours written to the week, each line confirmed by Priya R.

Accepts PDF, JPG, PNG, WEBP, CSV, XLS and XLSX.

Step 4

Cut-off, chase and escalation, on one register

The Timesheets screen shows when approval closes for the week, which clients are due soon, which have passed the deadline and which have been escalated. It also shows every chase already sent, by email or text, so nobody chases the same manager twice.

Four states per client: open, due soon, passed, escalated.
Escalation timing is set per client.
You know who to ring before payroll, and what they have already been told.

Cut-off week ending 15 November

Client	Cut-off	Outstanding	State	What has been sent
Example FoodsCut-off Mon 12:00Nothing needed	Mon 12:00	0	Open	Nothing needed
Sample RetailCut-off Mon 12:00Reminder emailed	Mon 12:00	4	Due soon	Reminder emailed
Demo LogisticsCut-off Mon 10:00Emailed and texted	Mon 10:00	7	Due soonPassed	Reminder emailed Reminder texted
Example PackagingCut-off Fri 17:00Emailed, texted, escalated	Fri 17:00	3	Escalated	Reminder emailed Reminder texted Escalated

Demo Logistics: emailed Mon 08:00, texted Mon 10:05. Ring the site manager next.

Step 5

Rules that stop the wrong hours being paid

Bulk approval is fast, so it has to be safe. A timesheet with no hours entered cannot be approved, though a keyed zero can. A row the client has queried is held back until someone deals with it. A row that has already been paid cannot be changed.

Client-queried rows are left out of bulk approval.
Two people approving at the same moment gives exactly one approval.
The controls sit at the one point where a mistake becomes money.

Demo Logistics 5 timesheets

Approve All2 approved

KD
Kay D.40.00 hours
PendingApproved
TF
Tia F.0.00 hours, keyed as zero
PendingApproved
MO
Mo O.54.00 hours · the client says 50
Client queried
BA
Ben A.No hours entered
Cannot approve
AT
Ana T.32.00 hours · paid last week
Paid, locked

3 left alone. Queried, empty and already paid rows never ride along with a bulk approval.

Before and after

Friday afternoon, without the typing.

The old way and the new

Before

Friday afternoon, forty lines to key

Squint at a photo and type every line by hand
Ask every client to use your form, and get five formats back
Find out on payday that one row was wrong

With TalentCore

A review job, not a typing job

The week is already filled in from your bookings.
Hours come in the client's way, and each row says where from.
The rules catch the slips before they become money.

34 timesheets approved2 held back: the client queried them

Why it matters

The system does the typing. A person signs it off.

For recruiters and for leaders

For recruiters

Friday's timesheet run becomes a review.

No more squinting at a photo and keying forty lines by hand.
You stop chasing clients to use your process and work with theirs.
You know exactly who to ring before payroll, and what they have already been told.

TalentCore for recruiters

For business leaders

One set of hours behind pay and billing.

Pay and invoices are built from the same timesheet hours, which is where most payroll errors are prevented.
A figure read by a machine is a suggestion until a person signs it off.
Late approvals are seen and chased. Payroll's readiness check lists any hours still unapproved.

TalentCore for business leaders

The specifics

How hours arrive and are approved.

8 rules

Each line is how the product behaves today.

5: Ways for hours to arrive from outside your office, each labelled on the row.
7file types: PDF, JPG, PNG, WEBP, CSV, XLS and XLSX are accepted for an uploaded sheet.
4states: Per client each week: open, due soon, passed, escalated.
1: Approval, exactly, when two people approve the same row at the same moment.
Every line confirmed: A figure read from a sheet counts only after a person confirms it.
Queried means held: Rows the client has queried are excluded from bulk approval.
Decimal or h:mm: Hours are shown the way your business reads them.
Paid is final: A row that has already been paid cannot be changed.

How it connects

Between the shift and the payslip.

6 links

Tell us how your clients send their hours.

Portal, paper, spreadsheet or clock. Write to us and a person who knows recruitment will show you how that week would run.

Talk to us info@talentcorecrm.com