Weekly Timesheet Collection & Contractor Pay Processing
A done-for-you staffing and recruiting automation built for the Staffing Payroll Coordinator, connecting Twilio, Jotform, and Google Sheets so the work below happens on its own.
What this automation does, step by step
Every Friday morning, all active contractors receive an automated timesheet submission reminder with a direct link to their timesheet form.
Timesheets submitted by the cutoff are automatically validated against the approved schedule and flagged for any overtime requiring client approval before they are processed.
Timesheets not submitted by the deadline trigger an escalating reminder sequence, and the payroll coordinator receives a list of missing timesheets with enough lead time to chase them before payroll locks.
Approved timesheets flow automatically into the payroll platform, eliminating manual data entry and the errors that come with it at the busiest moment of every week.
- ATS with timesheet module or Jotform (timesheet collection)
- Zapier or Make.com
- Payroll platform (e.g., Gusto, ADP, or Paylocity)
- Twilio (contractor timesheet reminders)
- Google Sheets (timesheet exception tracker)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Done by hand, this depends entirely on a staffing payroll coordinator remembering to check in, update records, and follow up, with no safety net if something slips. It rarely feels urgent in the moment, but it adds up fast.
With this automation
- Interview scheduling without email ping-pong
- New hire paperwork and account setup before day one
- Certification and license expiration alerts
- Timesheet and time-off workflows that route themselves
Often built alongside this one
Job Order Intake & Rapid Candidate Submittal System
When a new job order is received from a client (via email, phone, or the client portal) this automation creates the order record in the ATS, formats…
Candidate Re-Engagement & Availability Check System
Every candidate in the ATS who was placed more than six months ago, or who applied and wasn't placed more than 90 days ago, receives an automated…
Candidate Pipeline Stale Alert
This automation tracks how long each candidate has sat in a given pipeline stage, submitted, interviewing, offer pending, and automatically flags…
Job Order-to-Candidate Matching Alert
When a new job order is opened, this automation automatically scans the existing candidate database for people matching the required skills…
Reference Check Automation
Once a candidate reaches the offer stage, this automation automatically sends reference check request forms to the listed references, tracks who has…
Technician Onboarding & Certification Expiration Tracker
When a new technician is hired, this automation generates a 30-day onboarding checklist (safety training, equipment certifications, ride-along…