The problem

Current time recording workflows are fragmented and disconnected across the business. Multiple parallel processes create duplicated entry, heavy admin overhead, and frequent copy-and-paste between spreadsheets.

Records are decentralised, with continued reliance on handwritten slips and manual processing. This increases the risk of errors, delays, and inconsistent reporting. Off-the-shelf products were reviewed but did not fully match established internal requirements and long-standing procedures.

The solution

Client management aims to digitalise and streamline internal processes to improve efficiency, consistency, and data quality. As part of this initiative, we developed a bespoke timesheets and clock-in ecosystem that unifies recording, approval, and payroll-ready processing in one place.

App ecosystem

The unified solution includes purpose-built interfaces for each working context:

• Web app (iPad optimised): Workshop-based use
• Web app (mobile optimised): On-site fitters and quick entries
• Web app (weekly timesheets): Drawing office and admin staff
• Web app (manager dashboard): Approvals, reporting, editable project item allocation, and admin tools

Data flow

1. Inbound project data (from Eque2 / cloud construction software)
The app retrieves projects and project items via open API connectors. Where APIs are unavailable, data is exchanged through controlled CSV export/import.

2. User entries (within the new app)
Users record time against approved projects and project items. Entries are captured across mobile, tablet, and web interfaces.

3. Admin checks and approvals
Administrators review and formally approve submitted time records. Approval locks records for downstream processing and audit integrity.

4. Outbound time logs (to accounts / Eque2)
Approved entries are cleaned and normalised in-app, then posted back through API to Eque2 or other construction systems. CSV export/import is maintained as a fallback where integration is not available.

5. Accounts upload and downstream processing
Finalised time data supports costing, payroll, and reporting workflows in accounts and construction platforms.

Requirements

To implement this solution, organisations typically need:

• Access to project/item data from Eque2 or equivalent construction software
• API access credentials where connectors are available
• A defined CSV import/export template when APIs are not available
• User and role definitions for field, workshop, office, and manager workflows
• Agreement on approval rules and payroll cut-off processes

Support and customisation

Need support implementing or extending this platform? We offer:

• End-to-end deployment and onboarding
• Workflow and UI tailoring by team type
• API and CSV integration setup
• Approval logic and reporting design
• Ongoing maintenance and enhancement support

This bespoke solution is developed by Systemais to align with real operational practices while improving data quality, traceability, and payroll readiness.

Disclaimer & Usage Terms

This project case study describes a bespoke implementation delivered to match client-specific requirements. Delivery scope, licensing, and support terms are agreed per engagement.

Important: Integration capabilities depend on third-party systems, API availability, and client environment constraints. Final responsibilities for validation, testing, and production readiness remain with the deploying organisation.

Systemais can support validation and rollout activities, but cannot guarantee third-party platform behaviour, API stability, or downstream process outcomes outside agreed delivery scope.