Site attendance and expense claims for a civil contractor.
How a civil contractor in Negeri Sembilan, with five sites and over a hundred workers, stopped adding up attendance books at month-end.
Timesheets · 5–10 Oct
Rembau drainage12All sites5| Worker | Mon 5 | Tue 6 | Wed 7 | Thu 8 | Fri 9 | Sat 10 | Hours | OT |
|---|---|---|---|---|---|---|---|---|
| RIRamlan IsaExcavator operator | 8+2 | 8+2 | 8 | 8+2 | – | – | 32 | 6 |
| VLVelu S.Lorry driver | 8+1 | 8 | 8+1 | 8 | – | – | 32 | 2 |
| RORosdi OmarPipe layer | 8 | 8+2 | 8+2 | 8 | – | – | 32 | 4 |
| AGAgusGeneral worker | 8 | 8 | MC | 8 | – | – | 24 | – |
| SNSelvam N.Pipe layer | 8+2 | 8+2 | 8 | 8+2 | – | – | 32 | 6 |
| HMHamidGeneral worker | 8 | 8 | 8 | Not in | – | – | 24 | – |
| JKJokoGeneral worker | 8 | 8+2 | 8 | 8 | – | – | 32 | 2 |
| WHWahyuConcreter | 8 | 8 | 8+2 | 8 | – | – | 32 | 2 |
| NDNandaGeneral worker | 8 | 8 | 8 | 8 | – | – | 32 | – |
| TRThiruBar bender | 8+2 | 8+2 | 8 | 8 | – | – | 32 | 4 |
| BDBudiGeneral worker | 8 | 8 | 8 | 8 | – | – | 32 | – |
| YGYogeshSurveyor’s helper | 8 | 8 | 8+1 | 8 | – | – | 32 | 1 |
On site today
114 of 118 clocked in · Mr Kurup
On screen: Clock-in on site, timesheets and claims for payroll.A real project. The business isn’t named, and names and figures on the screens are changed.
- Business
- Civil engineering contractor, Negeri Sembilan
- Team
- About 120 workers, local and foreign
- Sites
- 5 sites: drainage, roads, culverts
- Works with
- Your payroll software (export file), SQL Account for claims
- First version
- 3 weeks
- Project size
- Focused, from RM 5k
How attendance worked before.
Five sites, five attendance books, and a plastic bag of receipts at month-end.
Each supervisor kept an attendance book. At month-end, the office typed five books into a spreadsheet for payroll.
Overtime was written in afterwards. Workers and supervisors often remembered it differently.
Nobody knew who was on which site today without phoning the supervisors.
Four screens that replace the attendance book.
Supervisors already carried a phone. Now the attendance book lives on that phone.
The crew clocks in on the supervisor’s phone.
Each worker is clocked in with a photo, and the location is recorded so attendance only counts on site.
Clock in
Rembau drainage · Murali
Timesheets and overtime, ready for payroll.
Hours add up by worker, site and day, and the supervisor approves overtime the same day.
Timesheets · all sites · 5–10 Oct
All sites5OT to approve2| Site | Crew | Hours | OT | Away | Status |
|---|---|---|---|---|---|
| Rembau drainageMurali K. · 11 of 12 in today | 12 | 368 | 27 h | 2 | OT approved |
| Nilai culvertShukor · 25 of 26 in today | 26 | 824 | 41 h | 1 | 2 OT entries to approve |
| Linggi road wideningIkhwan · 37 of 38 in today | 38 | 1,200 | 64 h | 2 | OT approved |
| Senawang drainKannan · 23 of 24 in today | 24 | 760 | 18 h | 1 | OT approved |
| Mambau culvertFirdaus · 18 of 18 in today | 18 | 576 | – | – | No overtime |
Receipts photographed when they’re paid.
AI reads the amount and date from each receipt photo and files the claim under the site.
Petrol
Murali K. · Rembau drainage
08/10/202608:12
RON9546.15 L
@ RM 2.60
TOTALRM 120.00
Claims checked against your policy, then approved.
Anything over the limit goes to the owner, and approved claims post to SQL Account with the payroll file.
Expense claims
To approve6Approved08/10/202608:12
RON9546.15 L
@ RM 2.60
TOTALRM 120.00
PaidCard
- Claimed by
- MKMurali K.
- Site
- Rembau drainage
- Read from receipt
- RM 120.00 · 8 Oct
Each part is a feature with its own fixed price, agreed before we start. See how this project was priced or get a fixed quote for yours →
Four people, one attendance record.
Murali clocks the crew in on site at 7:30 am. By month-end, every hour is already added up. Part of our AI agents work →
- ×5Site supervisors
Murali and four others clock the crew in on site, and approve overtime the same day.
- RFHR and admin · Rafidah
Sends one payroll file at month-end, instead of typing five books.
- JBAccounts · Jasbir
Pays approved claims, with every receipt attached.
- KPOwner · Mr Kurup
Sees who is on which site today, and approves large claims.
- No more typing attendance books at month-end.
- Overtime agreed on the day, not argued about later.
- Every claim has its receipt.
A focused start, with claims added later.
Focused first phase, other features quoted separately. Attendance and timesheets were live in three weeks; expense claims followed after the first payroll.
Attendance and timesheets
Expense claims
Want site attendance that adds itself up?
Questions about this system.
What did this project cost?
Focused, from RM 5k, for the first phase. The features added later were quoted separately, each at its own fixed price. AI usage is paid separately: you top up your own usage account.
Does every worker need a phone?
No. The crew clocks in on the supervisor’s phone. Workers don’t need a phone or an account.
Does it replace our payroll software?
No. It prepares the hours and overtime, and gives you a file your payroll software can import. Tell us which one you use.
Can we start with one site?
Yes. You can start with one or two sites for a month, then add the rest.
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