Timesheet
Worker, client, project, period, hours, activity description, and other required fields.
Who SmartDocto is for
For IT and outsourcing
Bring contractor timesheets and invoices under control
SmartDocto can extract the worker, project, period, hours, rate, and amount from timesheets and supplier invoices. Configured rules flag differences and prepare the documents for review, approval, and accounting handoff.
Starting point
Where the process stalls
A contractor sends a timesheet and an invoice. The project lead checks the work and hours, while finance checks the rate and amount before the invoice can continue.
- Timesheets arrive as different spreadsheets, PDFs, or forms.
- Timesheet and invoice values are compared manually.
- Rates, projects, and periods are checked against another source.
- Questions go back to the contractor and delay approval.
- Cost and hour reports require another manual spreadsheet.
Documents
Documents and fields for the pilot
The template defines the exact fields needed for review and reporting.
Contractor invoice
Supplier, billing period, amount, rate, purchase order, or project code.
Reference data
Rates, workers, projects, or other values provided by an ERP or CSV source.
Proposed process
From timesheet to approved invoice
SmartDocto prepares a shared, traceable process. A responsible person still confirms whether the work is justified and correct.
1
Receive
The timesheet and invoice arrive through a supported channel and use the template for their document type.
2
Extract fields
AI prepares values such as worker, project, period, hours, rate, and amount.
3
Check and approve
Rules flag differences against reference data. A project lead or other approver reviews the substance and decides.
4
Report and deliver
Extracted fields can feed reports and approved data can continue to another system.
Division of responsibility
What can be checked and what needs human judgement
What SmartDocto can be configured to do
- Extract required fields from timesheets and invoices.
- Compare selected values with a reference source.
- Group related documents using a configured matching key.
- Apply approval rules and keep the decision history.
What the project lead or finance team must decide
- Whether the reported work was actually performed.
- Whether the description is sufficient and the project should bear the cost.
- How to resolve a different rate, missing timesheet, or another exception.
- Final invoice approval and accounting treatment.
Pilot
What to verify in the pilot
The key question is whether timesheets and invoices share a stable identifier that supports reliable matching and comparison.
Important boundary
SmartDocto can compare configured data. It cannot confirm that the described work was actually performed.
- 1 Formats used by different contractors.
- 2 Required fields and a reliable matching key.
- 3 Source of valid rates, workers, and project codes.
- 4 Tolerances and exception handling rules.
- 5 Roles of project leads, finance staff, and other approvers.
Questions and answers
Frequently asked questions
Can SmartDocto compare a timesheet with an invoice?
Related documents can be grouped by a configured key, and rules can compare selected fields. The structure and tolerances must be tested on your documents.
How are different timesheet formats processed?
One or more templates are prepared for the required fields. A representative sample shows which layouts can share a scenario and which need separate configuration.
What can teams track across timesheets and invoices?
Fields enabled for reporting can be summarized by period, project, or worker. Approval and export also retain a traceable history of the next processing steps.
Other sectors
Your document type
Where else SmartDocto can help
Pilot with timesheets
Test checks for hours and rates
Your own sample shows which fields can be extracted, matched, and prepared for approval.
Discuss a pilot