Category
AI & Document Extraction
Build Type
Serverless Backend & Dashboard
Platform
AWS Lambda, Container Image
Integrations
Gmail API & Claude
Overview
Timesheet Automation turns a stream of consultant timesheet emails into clean, structured, searchable data. The moment a timesheet lands in the inbox, the system reads the email, opens the attached PDF, image, Word or Excel document, and uses AI to extract every field, validated against a strict schema.
Results appear on a live dashboard within moments, ready to review, edit, reconcile and export to Excel. Ingestion is fully event driven and the system executes itself daily, so it keeps running without a human in the loop.
Data Captured Per Timesheet
AI automatically captures key information in a structured format, and every response is checked for accuracy before it is saved.
Consultant Details
Automatically captures the consultant's name and job role from the timesheet.
Client & Approver
Extracts the client name and the approving manager for easy tracking.
Staffing Agency
Identifies the staffing agency or vendor from the submitted timesheet.
Timesheet Period
Captures the reporting period, including the start and end dates.
Hours & Expenses
Records regular hours, overtime, and any reported expenses.
Daily Work Summary
Provides a day-by-day breakdown of hours worked throughout the reporting period.
Signature Audit Trail
The full user signature and approval signature lines, including timestamps, for compliance.
How It Works
From an email landing in the inbox to a reconciled record on the dashboard, with no manual step in between.
01.
Timesheet Received
The consultant emails their completed timesheet to a dedicated company inbox.
02.
Automatic Processing
The system instantly detects the new email and begins processing it automatically.
03.
AI Extracts Data
AI reads the attached document and captures all important timesheet details in a structured format.
04.
Dashboard Update
The extracted information is securely stored and immediately displayed on the management dashboard.
05.
Review & Export
The team can search, review, update, approve, and export timesheet records whenever needed.
Who It Helps, and How
The solution delivers value to every team involved, making the process faster, simpler, and more efficient.
Operations & Payroll
No more manual workHours, clients and approvers arrive already validated.
Faster billing & payrollClean weekly data ready to reconcile and export.
Fewer errorsPer day hours checked against weekly totals.
Managers & Administrators
Full visibilityOne dashboard shows every consultant's status.
Built in audit trailSignature lines with timestamps.
Secure accessToken protected login for authorized users.
Business & IT
Cost-EffectiveBuilt on a cloud platform that keeps operating costs low with no unnecessary infrastructure.
Fully AutomatedThe system runs automatically, processing timesheets without manual monitoring or intervention.
Easy to ExpandNew document types, data fields, and integrations can be added as your business grows.
Under the Hood
A complete, secure workflow that automates every step, from receiving timesheets to extracting, storing, and managing data.
Project Scope
New timesheets are automatically detected and processed as soon as they arrive in the inbox.
AI reads PDF, image, Word, and Excel attachments, extracting all important timesheet information automatically.
All timesheet records and daily work hours are securely stored for easy access and reporting.
A secure dashboard allows your team to search, review, update, approve, and export timesheet records.
The system automatically keeps itself running, ensuring new timesheets are processed without interruption.
Key Capabilities
Timesheets move from the email inbox to the dashboard automatically, no manual uploads or data entry required.
The system accurately processes PDF, image, Word, and Excel files, even if the file extension is incorrect.
The system recognizes different name formats and keeps all records for the same consultant organized together.
Download timesheet records anytime with a single click for reporting and sharing.
View the status of every processed timesheet, including successful, pending, and failed records, from one dashboard.
Security
Only authorized users can access the dashboard and timesheet data, keeping business information protected.
Sensitive information is securely stored and managed to safeguard business and customer data.
Each part of the system only has access to what it needs, improving security and reducing risk.
Built-in checks verify every timesheet, identify issues, and keep a complete processing history for easy tracking and troubleshooting.
Technology
Python 3.12 & FastAPI
AWS Lambda, Container Image
Amazon DynamoDB
AWS Secrets Manager
Anthropic Claude
Gmail API & Pub/Sub
AWS SAM & Docker
Hostinger
Business Value
The platform helps automate repetitive work, reduce errors, and improve operational efficiency, with measurable results as usage scales.
Time Savings
Reduce the time spent processing and reviewing timesheets.
Faster Processing
Timesheets are processed and available within minutes of arriving.
Higher Accuracy
Minimize manual data entry errors with AI-powered extraction.
Operational Efficiency
Free up administrative teams to focus on higher-value work.
Scalable Automation
Handle increasing timesheet volumes without increasing manual effort.
Why It Stands Out
Built to handle real-world timesheets, automate the entire process, and run reliably with minimal maintenance.
Works with Real Documents
Processes PDF, image, Word, and Excel timesheets automatically, no matter how they are submitted.
Fully Automated
Runs continuously in the cloud with no servers to manage and no manual monitoring required.
Area
Outcome
Automatic Processing
Timesheets move from email to the dashboard automatically, with no manual uploads or data entry
Accurate Data Extraction
AI captures and verifies timesheet information to ensure accurate records and correct daily and weekly totals
Cost-Effective
A lightweight cloud solution that keeps operating costs low with no infrastructure to manage
Built for Growth
Easily supports new document formats, data fields, and integrations without changing the core system
Ready to Automate
Your Business Workflows?
Book a 15 minute discovery call. We'll evaluate your operations and recommend a tailored AI solution with a step-by-step implementation plan.
Talk to UsOr email us at contactus@techyardsystems.com