The Client Company
Our client is a bush regeneration, environmental consulting, and landscaping company that specializes in significant construction projects in Australia. It works with land managers to achieve the best environmental outcomes, whilst recognizing social and economic aspects. The client holds major contracts with local councils and Sydney Water throughout Sydney and the Blue Mountains.
The great variety of projects highlighted a compelling need for a simplified and synchronized timesheet system for calculating the time that each subcontractor spent on the projects.
Blue Tongue Ecosystems
FIELD OF WORK
Environmental consulting company
What were the challenges?
Have you ever been responsible for client invoicing and employees’ timesheet for time-based contracts?
If so, you probably know that keeping track of time spent on each project within a company that has a lot of employees and handling various clients at the same time is not an easy task.
Similarly, our client had been facing a widely diverse set of construction projects and needed a cloud-based software for time tracking. Aside from that, those timesheets need to be approved by the relevant manager. Lastly, integration with the accounting system was another main feature that our client was seeking to add to their timesheet in order to prevent double entry of data into two systems.
Moreover, some of the employees in the company worked as a casual, whereas others received fixed salaries. So our client uses one of the most famous payroll software called Xero which is a cloud-based accounting solution. However, using this system brings its own challenges:
- Firstly, casual workers can’t register their own timelog in the accounting platform of Xero. In other words, only the accountants have access to the data and can control them.
- Secondly, the company has no other option but to purchase individual licenses for every employee they have in order to access Xero timesheet, having multiple licenses will cost companies much money.
Our multi-functional and innovative solution
We provided an advanced timesheet system that not only allows users to enter the details of their working hours upon manager approval but also integrates with the accounting system of Xero. In addition, it allows managers to submit timesheets on behalf of casual workers.
Our innovation lets our clients have the best of both worlds as it integrates Microsoft 365 tools with Xero. Here’s how it works exactly:
Using Microsoft PowerApps, we enabled users to individually register their timesheet using Microsoft SharePoint or Microsoft Teams forms. Then by the help of Power Automate (previously known as Microsoft Flow), the data will be sent to the specified managers. Once the managers verify the activities, the confirmation automatically records in the Xero system as a new row of the timesheet. Therefore, you unlock the power of Microsoft 365 solutions alongside the capabilities of Xero all together.
What Were The Final Results?
Our innovative approach has made it possible for the business owner to enjoy the features of the Xero system without costing them a fortune.
The integration helps the company staff to have all the data of the project in Microsoft 365 alongside other business information in one handy place, and as our client had already purchased the Microsoft 365 license they could make the most of it without obtaining new software. The timesheet also registers all the data into the Xero system every fortnight based on pay period while it releases the accountant from double entering those details and manual checks.
This way, Xero software can easily calculate and send invoices to customers based on the exact time that all staff spent on the project and save a great deal of time since they don’t have to perform repeated tasks on and on.