The starting point
20 years of timesheets – week after week by mail.
Every THOR employee reported their weekly hours to accounting on a timesheet – by mail, for around 20 years. There, the timesheets were unpacked, sorted manually, entered into the system and archived. Customers also received their invoices by mail, with the timesheet attached.
The process was time-consuming, error-prone and caused ongoing postage costs. For around 1,000 employees this added up to a considerable manual workload, week after week.
The assignment
One digital timesheet instead of paper and postal mail.
THOR® recognized the need for optimization and commissioned SITEFORUM to digitize the entire process. The goals were clearly defined:
- Portal for employees to create digital timesheets
- Simplified processing and archiving in accounting
- Switch from postal to email invoices
- Noticeable savings in costs and effort
The solution
The THOR® employee portal – from tablet to accounting.
Based on the SITEFORUM digitalization platform we built the THOR® employee portal. Employees access it via tablet and fill in their daily timesheets on site – the customer signs digitally. At the end of the week, the data is transmitted directly.
- Tablet capture – daily timesheets directly at the customer site, with digital signature
- Automatic weekly close – the data goes straight to accounting
- Accounting dashboard – all timesheets clearly sorted and filterable
- Automatic PDF archiving – including a convenient search function
- Email invoices – invoice and proof of hours sent digitally to the customer
The result
From days in the mail to a few seconds.
Time tracking and billing are now digital from end to end. Postage costs have been eliminated, and accounting uses its time far more effectively, easily handling even the high volume. Convinced by the collaboration, THOR® has already commissioned further projects – such as digital vacation requests and qualification management.
Transfer by mail used to take two to three days – now it takes a few seconds, because the data is stored directly in the portal.
THOR® project team Staffing services
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