Our client is a leading recruitment agency who has had a legacy paper-based process for timesheet processing. However, in order to ensure business continuity during the COVID-19 outbreak, the client wanted to migrate to a modern, digital timesheet processing structure.
Payroll timesheet process involved tedious manual printing, verification, marking of the printed timesheets, manual comparison with report, reformatting & resizing of the files by scanning
In addition, the printed files of processed timesheets had to be scanned in a specific sequence
The extended COVID-19 lockdown forced the teams to work from home, which made it impossible to continue printing of the timesheets.
The team at QX implemented a digital process to replace the paper-based process:
Timesheets are downloaded and placed in designated folders for payroll admin team to process.
File names are extracted and placed on an Excel sheet, simplifying and speeding up the process of matching and verifying the processed timesheets as per report against the Received/Saved.
The processed timesheets are converted to the desired black and white TIFF format (including resizing of images) to meet requirement of billing team for invoicing purpose.
Switched communication with consultants from email to Skype for Business, for speedier query resolution.
Enabled move to a 100% paperless process through process optimisation and digitization
Manual Printing and Scanning process is completely eliminated
Improved TAT for query resolution, with multiple same-day resolutions
Eased the work for the billing team (E-Docs) by making it very easy to find relevant timesheets