Fix Hours Differences Before Payroll Runs

At Qvery, we help staffing firms spend less time on paperwork, with custom AI agents that check hours and candidate documents. We build them around your exports and systems. Hours rarely differ because someone was careless. Your system and the client's round, confirm and invoice in their own ways, and nobody can compare every row each week. The timesheet agent does it. It compares regular hours, overtime and confirmation status for each worker. Payroll gets only the rows that need a decision. It works each week, so differences surface before payroll runs, not after a client rejects an invoice.

Usually the two systems round differently, a confirmation came in after the export, or a row was edited on one side. Hours can also be logged to the wrong assignment, or a row can appear twice. The agent lines up each worker's week and assignment across both files, even when names or codes differ. Each mismatch shows as a difference with both values, so payroll sees which kind it is. Hours the client has not confirmed yet are listed separately. The agent shows the gap between the two sides, not a verdict on either.

Your rounding rules go into the agent when we build it. The agent applies them before it compares anything. A quarter hour rounded differently in each system is matched, not flagged. Regular hours, overtime and whether the client has confirmed them are compared separately. A difference in overtime shows even when the totals agree. Your payroll team therefore sees only the rows that still differ after rounding. The rule you already use is applied the same way to every row.

Yes. Your team keeps downloading each client's export, as it does today. In your build, we connect the agent to the exports your team already pulls, and it runs the check on its own. Each week it takes two files: your timesheet export and each client's confirmed hours. Nothing changes for your workers or your clients, and nobody on the client's side has to do anything new.

The free try checks hours and confirmations only, in two files, with no dollars. In your build, we can add bill and pay rates so it also checks the amounts. Your payroll team then sees the amounts alongside the hours. Amounts are a second layer: hours and confirmations come first, and rates sit on top. A rate check is part of the build conversation. The invoice goes out matching what the client confirmed.

No. It shows where the hours differ and by how much. A row it cannot match is listed as not found, never as anyone's error. The agent makes no statement that a worker, a recruiter or a client contact is wrong. A difference in hours is a prompt to look, not a finding about a person. Payroll gets the short list and decides what needs correcting. Their time goes on fixing rows, not hunting for them.

An agent for this job costs about $25,000 to build. Running it costs about $400 a month. The calculator above shows what that means against your payroll team's time. Put in your own numbers and the result updates as you type. That time goes on checking hours each week, row by row, across every client. Payroll and billing do this today, one spreadsheet at a time.

The agent reads only the exports you connect it to. You decide where it runs and how long anything is kept. It changes nothing in your payroll or billing system. Workers' names and hours appear only in the exports you connect. Payroll and billing make any corrections themselves. Where a confirmation is missing, they follow up with the client, and the agent contacts no one.

We deliver a working agent in about two weeks, set up with your rounding rules. It runs beside your payroll team on real weeks first. Your team compares its short list with its own checks. After that, each week's files go in and a list of differences comes out before payroll runs. Nobody has to change how they download the files. Each week runs the same way: your team downloads the exports, the agent compares them and payroll works the list.

A spreadsheet of every worker's week that does not match, with a one-page summary. Both values sit next to each other in every row. It also lists hours the client has not confirmed yet and rows that appear twice. The one-page summary shows the size of the problem before anyone opens the spreadsheet. The result comes from vlad@qvery.ai within 15 minutes, and your files are deleted as soon as it is sent. The sample we show is a staffing firm's timesheet export and one client's confirmed hours.