Timesheet and VMS invoice exceptions sorted before payroll closes
Every payroll week brings hours nobody approved and invoices a VMS sent back over an expired PO. Each one holds up payroll accuracy or cash. The agent compares your back office with each VMS and drafts a fix for every exception, with the reason attached. Your payroll and billing team approves every change.
Examples use invented names and figures.
What the agent does
- Step 1Pulls the week
Hours, schedules, pay and bill rates and PO numbers, pulled from your back office and from each VMS you bill through.
- Step 2Lists the exceptions
Missing approvals, punches that do not match the schedule, rate mismatches, expired POs and rejected invoices, each with its reason and the values compared.
- Step 3Drafts the fix
A reminder to the client supervisor, a rate question for the account manager, a new PO request for the client or a resubmission note for billing, grouped so each person gets one message.
- Step 4Queues it for approval
Payroll and billing staff approve each message and make every correction themselves. The log shows who changed what and when.
Any change to hours or rates, payroll release, invoice submission and every conversation with a client about a dispute stay with your team. The agent never edits hours on its own, because workers' pay and the client's bill depend on them.
- Exceptions open at payroll cutoff
- VMS invoices rejected per week
- Days sales outstanding on VMS clients
- Back-office overtime hours in payroll week
Questions about this agent
Will the agent approve timesheets?
No. Client approval of time stays with the client supervisor, and corrections stay with your payroll team. Payroll verifies the hours actually worked and pays wages due on time. Billing approval is handled separately. The agent identifies missing approvals and drafts a reminder that explains the gap.
Which back-office systems does it work with?
We scope builds for staffing back offices such as TempWorks, Avionté, JobDiva and Bullhorn, alongside the VMS platforms your clients use. The sprint confirms how each one can be reached before we quote a build.