Online Timesheets

Chameleon Timesheets underpins TheTimeGenie.com which is a web bureau designed to take the place of an existing paper based timesheet system.

It follows the same workflow, with contractors completing timesheets, employers approving them and agencies ensuring contractors are paid the right amount at the right time and employers are invoiced the right amount at the right time.

TheTimeGenie just does it without all the paper, without all the mistakes and with all the relevant documents. Being web based it also doesn't require employer and contractor to be at the same place, or even at their workplace when they are doing their submission or approval.

TheTimeGenie consists of the following modules, if you use paper based systems now you should find these no surprise!

Contract
Details of the contracts you make between employers and workers form the base data entry for TheTimeGenie. Data describing the contract duration, rates, currencies and invoice frequency combine with static information such as references and PO numbers to generate accurate documents later in the process. TheTimeGenie can take this information from your front-office system, making data entry a single source.

Timesheets
TheTimeGenie produces a timesheet for each of your contractors each week they work. This timesheet is presented to the contractor in one or more of these ways:- 

• Immediately on login to TheTimeGenie portal: In a simple format contractors complete their hours against the relevant rate types. When finished they "request approval" which notifies the assigned authorisers (employers) that this timesheet is ready for approval. Optionally, timesheets can display rate information as they are completed, so that contractors can see their earnings as they type.

• By text based email. For contractors without permanent internet connection TheTimeGenie sends an email each week for completion, the contractor simply replies to this email, entering the time worked in the spaces provided. This is parsed and the timesheet is sent for approval to the employer.

• By SMS text message. For contractors without any internet connection, timesheets can be completed by replying to an SMS text message.

• By telephone to the agency. Approved users in the agency can also enter/edit timesheets, so a contractor can call an agency who can enter the time on their behalf.

• Completed timesheets are presented in an un-editable mode to assigned approvers (there may be one or many) for approval. This is achieved via a secure login and each approval process requires a private pin number to be entered for added security. Once a timesheet is approved it can no longer be edited by any party, and a PDF copy of the timesheet is emailed to the contractor, the employer and the agency for their records.

Contractor Invoice
TheTimeGenie produces invoices on behalf of the contractor.

Also known as self-bill, these are produced at the right time (defined at contract entry) and are presented to the agency for approval before being emailed to the contractor and agency in non-editable PDF format. This email also attaches all relevant timesheets for reference.

Sales Invoice
TheTimeGenie produces invoices for presentation to employers.

Sales invoices are produced at the right time (defined at contract entry) and are presented to the agency for approval before being emailed to the invoice contact and agency in non-editable PDF format. This email also attaches all relevant timesheets for reference.

TheTimeGenie takes data from your front office system to create contracts for your contractors and employers. It also provides data to your payroll or accounting package via a system of feed files.

Feed files come in a variety of technical guises, CSV being the most common but also XML, SOAP and direct database transfer can be used as well as many other technologies.

The feed file is generated based on specific events, such as timesheet approvals or invoice generation or is set to be produced at a particular time. They can contain any level of detail that your package requires or be simple summaries. TheTimeGenie has been linked to Sage, Tempaid, Safe Computing and Quick Books.