Streamlining Timesheet & Payments Management for AwignExpert
Attendance management
Employee payroll management
Google sheet automation
AwignExpert (AEx) connects professionals with flexible work opportunities. Managing timesheets and payments for these professionals was previously a manual and time-consuming process. Optez automated key workflows, enabling seamless attendance tracking, approval workflows, payment calculations, and payslip generation.
Goals & Objectives
Automate timesheet submission and approval process.
Integrate structured notifications across multiple channels.
Streamline payment calculations and finance approvals.
Ensure real-time data updates and payroll processing.
Key Challenges & Pain Points
Manual tracking of timesheets and approvals.
Delayed payments due to inefficient workflows.
Lack of real-time data updates and tracking.
No structured way to generate and distribute payslips.
User Personas
Employees
Mark attendance, submit timesheets, and track payments
Client Managers
Review and approve/reject timesheets
Finance Team
Process approved payments and update records
Implementation Process
Attendance & Timesheet Submission
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Employees mark daily attendance via a Google Form.
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Employees submit monthly timesheets through a Google Sheet interface.
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Timesheet reports are auto-generated and sent via email & WhatsApp to client managers.
Approval & Corrections
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Client Managers receive timesheets for approval.
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If rejected, employees get notified via email & WhatsApp and resubmit.
Payment Processing & Payroll Management
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Automated payment calculations based on working days.
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Payment details sent to finance team via Google Sheets & Zapier.
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Payment is processed via Cashfree/Razorpay APIs.
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UTR details auto-updated in Google Sheets via AppScript.
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Payslip generated automatically using Google AppScript & Google Docs API.
Integrations & Automation
Feature | Integration Used | Purpose |
|---|---|---|
Attendance Tracking | Google Forms & Google Sheets | Employees mark attendance daily |
Timesheet Submission | Google Sheets | Employees submit timesheets at the end of each billing cycle |
Timesheet Approval | Google Sheets & WhatsApp API | Client managers approve/reject timesheets |
Payment Calculation | Google Sheets & AppScript | Auto-calculation based on approved timesheets |
Finance Approval & Processing | Zapier + Cashfree API | Payment approval & automated salary transfers |
Payment Tracking | Google Sheets & AppScript | UTR number & payment status auto-updated |
Payslip Generation | Google Docs API & AppScript | Payslips created dynamically and shared via email |
Employee & Manager Notifications | WhatsApp API & Email Automation | Real-time status updates on timesheet, approvals, payments |
Implementation & Execution
Employee Timesheet Submission
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Employees mark attendance daily using Google Forms.
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At the end of the billing cycle, employees submit monthly timesheets via Google Sheets.
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An automated report is generated and sent to client managers via email & WhatsApp API.
Client Manager Approval
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Client managers receive an approval request.
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If approved, the timesheet moves to payment processing.
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If rejected, the employee is notified and resubmits the corrected timesheet.
Payment Processing & Tracking
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Approved timesheets are auto-calculated in Google Sheets.
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Zapier sends the payment request to the finance team.
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Finance approves the payment, triggering Cashfree API for salary transfers.
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Google Sheets auto-updates UTR details once payments are made.
Payslip Generation & Distribution
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Google AppScript generates payslips using Google Docs API.
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Payslips are auto-emailed to employees with UTR details.
Automated Notifications
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Timesheet Submission Reminders: T-5, T-2, and T-1 days before deadline.
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Approval Alerts: Client managers get notified when an employee submits a timesheet.
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Finance Notifications: The team gets alerts for pending approvals.
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Payment Confirmation: Employees receive UTR details via WhatsApp & email.
Results & Impact
Manual, inconsistent
Delayed & untracked
Time-consuming, error-prone
No structured updates
Manual, labor intensive
Before Automation
Automated with structured slots & payment flow
Real-time alerts & instant approvals
Automated UTR updates & payroll integration
Real-time WhatsApp & email alerts
Auto-generated & shared instantly
After Automation
Timesheet Submission
Approval Process
Payment Processing
Employee Communication
Payslip Generation
Learnings & Future Scope
Key Takeaways
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Automating timesheet tracking reduced delays and improved efficiency.
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Real-time WhatsApp and email notifications ensured transparency.
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Payment automation with Cashfree API reduced finance team workload.
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Google AppScript + Google Docs API enabled effortless payslip generation.
Scaling Opportunities
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AI-driven payroll predictions: Auto-estimating employee payments.
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HRMS Integration: Syncing payroll with attendance tracking tools.
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Advanced Dashboards: Analytics for employee productivity and payment insights.
Conclusion
Optez successfully transformed AwignExpert’s timesheet and payroll system by automating key workflows and integrating powerful tools like Google Sheets, AppScript, Cashfree API, and WhatsApp Automation. These solutions reduced administrative burden, improved transparency, and ensured timely payments, enhancing the experience for employees, managers, and the finance team.
