Rework and Workarounds Became the Norm.

A high-touch, double-entry payroll process — simplified without purchasing any new tools.

The Problem

Payroll consumed 10 hours every month. Most of it was rework.

Every pay period, time was entered twice — into the billing and payroll systems. By month end, mistakes were already baked in. The numbers often didn’t match, and hunting down and correcting discrepancies took hours — across multiple reports, two systems, and a trail of assumptions. Before payroll could even begin, the billing clerk had to verify every timesheet was approved and chase down anyone who hadn’t signed off. With over 100 entry codes and an autocomplete feature doing its own guesswork, inconsistent entries were inevitable. The workarounds had become the process.

The Solution

Accountability did what technology alone couldn’t.

The fix started with the workflow, not the technology. A weekly time entry requirement was introduced, with a monthly deadline that ensured billing and payroll processing could start on time. Ownership of accuracy shifted to staff — errors would no longer be caught downstream. The available entry codes were reduced from over 100 to 26. Built-in functionality — unknown, unused, and unlocked — was configured to prevent mismatched entry types. The billing system became the single source of truth. A custom web-based conversion tool was designed to transform the export, validate the data on screen and ensure accurate submission.

The Result

Single Entry. Single Source. Hours Reclaimed.

What had been hours of cross-system reports, error correction, and employee-by-employee submission was reduced to a single upload completed in under 30 seconds. 9 hours reclaimed for the payroll clerk — time previously consumed by reconciliation, manual review, and chasing down errors that weren’t theirs to make. Shifting accountability to the staff changed the dynamic entirely. When the ask comes with 2 hours back every month, adoption takes care of itself. Fewer codes to choose from, no mismatches possible, and autofill disabled meant time entry was simply easier than it had ever been. The technology made it possible. The accountability made it stick.

90% Processing time cut

2 Hours reclaimed per person

0 New tools purchased