Create models in seconds
Upload a timesheet and watch as Affinda instantly predicts the data fields you want to extract, helping you automate timesheet processing in just a few clicks.
Timesheet extraction
Production-grade document AI for timesheets. Describe your workflow. Affinda handles the rest.
How to automate timesheet processing with Affinda's AI
- 1
Upload your timesheets, your way
Email, drag and drop or connect via API.
- 2
Watch as it extracts your timesheet data
Affinda's AI reads your timesheets with impressive contextual understanding. It splits and classifies documents, extracts and validates data, then transforms the output to match your business needs.
- 3
Automatically route the data to your systems
No manual data entry required. Affinda integrates seamlessly into your existing tech stack.
Extract any information from any document, fast
Affinda's AI reads, understands and extracts data from any timesheet or document
Cleanse and transform data
Affinda automatically converts extracted timesheet data into the format your payroll or HRIS system recognizes, ensuring it's ready for immediate use. Need something custom? Use natural language to describe how you want the data to appear.
Apply business logic
Write validation rules in natural language and apply your business logic to timesheet data. This ensures accurate hours tracking, proper overtime calculations and compliant output ready for straight-through payroll processing.
Combine the best of artificial and human intelligence
1B+ documents processed
10+ years of IP combined with the latest AI innovations
800+ customers
95% reduction in manual processing achieved
No need to talk to sales. Get started now
With a free trial, discover how easy it is to extract any information from any document, fast.
Sign up for free
No sales calls, no credit cards and no hidden features. Get all the power in your hands from day one.
Upload documents
Drag and drop, email or upload via API. Affinda can handle any document, any file type and any layout with ease.
See the magic
Watch as the platform predicts the information you want to extract, letting you build models in minutes, not months.
Nathaniel Barrs, CTO, PSC Insurance
95%
reduction in manual work
10×
more invoices processed with no added staff
Enhanced auditability and tracking of invoice approvals
Jorg Both, Head of Business Systems, Northline
120,000
proof of delivery documents processed annually
82%
of documents straight-through processed in the first weeks
Automatic validation of documents against ERP system
Michael Zhao, AI Product Manager, SEEK
High accuracy parsing across multiple languages
Improved customer experience thanks to better structured data
Stronger compliance with international data security and software standards
Nick Tran, Business Analyst, StateCover Mutual
300,000
documents processed annually
80
different document types
60%
Enhanced auditability and tracking of invoice approvals
Steve O’Keeffe, CTO, Felix
76%
reduction in manual data input
30%
reduction in compliance data errors
85,000
compliance documents processed annually
Frequently asked questions
What is timesheet processing?
Timesheet processing is the workflow organizations use to capture, validate and approve employee time and attendance data. Our AI timesheet processing software automates this entire process to reduce manual data entry, minimize errors and speed up payroll cycles. It ensures that hours worked, overtime and approvals are accurately recorded and seamlessly integrated with payroll, HRIS and compliance systems.
What is timesheet data extraction?
Timesheet data extraction is the process of reading a timesheet and pulling off the critical data points (such as employee names, dates, hours worked, overtime, approvals and reference numbers). Our platform uses advanced AI to automate timesheet data extraction, turning unstructured attendance records into structured data ready for your payroll, HRIS and compliance systems.
What is timesheet extraction?
Timesheet extraction is the automatic capture of time and attendance information from timesheets using AI. Our timesheet extraction software combines reading order models, OCR, LLMs, RAG and more to convert employee time data with high accuracy and faster processing times.
What is a timesheet parser?
A timesheet parser is a software tool that automatically reads and extracts data from timesheets. It converts time and attendance records into structured, machine-readable formats. Our AI timesheet parser learns from every interaction, adapting to variations in layout, language and structure while transforming the output into exactly the format your payroll and HRIS systems need.
What is timesheet line extraction?
Timesheet line extraction captures individual time entries from each row of your timesheet, turning them into structured data while preserving the connections between employee names, dates, hours worked and overtime. Our platform handles multi-page timesheets, grouped entries and complex layouts with precision, ensuring every relationship within your workforce data stays intact.
What data fields can Affinda's AI timesheet processing software extract?
Affinda's AI timesheet processing software can extract data from any field on a timesheet, regardless of format or layout. Standard data fields include:
Employee & Timesheet Details
- Employee Name / ID: Full name and unique identifier for the staff member.
- Department / Cost Center / Location: Organizational unit, cost allocation code and work location.
- Pay Period (Start / End): Beginning and end dates covered by the timesheet.
- Submission Date / Timesheet ID: Date submitted and unique reference number for the timesheet.
- Manager / Supervisor Name: Person responsible for review and approval.
- Job Title / Role / Pay Grade: Employee's position and classification within the organization.
Time Entries
- Date / Day of Week: Specific date and day for each time entry.
- Hours Worked / Regular Hours: Total or standard hours logged per day or shift.
- Overtime Hours / Double Time: Premium hours worked beyond standard schedules.
- Break Time / Unpaid Time: Meal breaks or other unpaid periods deducted from total hours.
- Start Time / End Time: Clock-in and clock-out timestamps when recorded.
- Project / Task / Activity Code: What the employee worked on, with codes or descriptions.
- Billable / Non-Billable: Whether hours are chargeable to clients or internal.
- Leave Type / PTO: Vacation, sick leave or other absence categories when applicable.
- Notes / Comments: Employee or manager remarks attached to specific entries.
Approval & Authorization
- Approval Status: Pending, approved, rejected or returned for revision.
- Approver Signature / Date: Manager's sign-off and approval timestamp.
- Employee Signature / Acknowledgment: Confirmation that hours are accurate and complete.
Other Fields
- Page Number / Total Pages: Page index for multi-page timesheets.
- Checkboxes / Flags: Visual indicators for exceptions, approvals or special conditions.
- Total Hours / Summary Totals: Aggregated hours across the pay period.
Need custom fields or a unique layout? Define them in the platform or describe them in plain language and Affinda will extract and structure them automatically.
What file types does Affinda's AI timesheet processing solution support?
Our AI agents can process any file type. Supported file types include PDF, JPG/JPEG, PNG, TIFF, DOC/DOCX (Word), XLSX (Excel), HTML and TXT/CSV.
How does Affinda process timesheets and extract timesheet data?
Affinda's AI agents read, extract and validate timesheet data. Our platform is intuitive to set up and easily integrates into your systems. Simply:
- Upload your timesheets via drag-and-drop, email or API.
- Configure business logic to match your organization's rules and workflows.
- Let Affinda check and validate extracted data against your business logic and payroll, HRIS or compliance systems to ensure accuracy.
- Access structured timesheet data directly within your systems.
The result? Faster, more accurate timesheet processing with minimal manual input.
Can Affinda extract data from scanned or image-based timesheets?
Yes. Our AI timesheet processing platform combines OCR with retrieval augmented generation (RAG), LLMs, agentic workflows, proprietary reading order algorithms and more, to automatically detect and process data from scanned or photographed invoices (PDF, JPG, PNG). Even low-quality images are automatically enhanced for reliable data capture and processing.
What language does Affinda's AI timesheet automation platform support?
Our AI timesheet processing platform can automatically detect and process timesheets in 50+ languages, including multilingual timesheets containing more than one language. Supported languages include: Afrikaans, Albanian, Amharic, Arabic (Standard, Egyptian, Sudanese, Algerian, Moroccan, Levantine), Bahasa Indonesian, Bengali, Bhojpuri, Bulgarian, Burmese, Chinese (Mandarin [PRC/Taiwan], Cantonese, Wu, Min Nan, Jinyu, Xiang, Hakka), Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Gujarati, Hebrew, Hindi, Hungarian, Italian, Japanese, Javanese, Kannada, Korean, Latvian, Lingala, Lithuanian, Macedonian, Malayalam, Marathi, Nepali, Norwegian, Odia, Persian (Farsi), Polish, Portuguese, Punjabi (Western and Eastern), Romanian, Russian, Slovak, Slovenian, Somali, Spanish, Swahili, Tagalog, Tamil, Telugu, Thai, Turkish, Ukrainian, Urdu, Vietnamese, Yoruba.
Does Affinda integrate with payroll, HRIS, and compliance systems?
Yes. Our platform integrates with 400+ downstream systems, including major payroll, HRIS and compliance platforms. You can create no-code integrations using our AI integrations agent, or build and host your own using our APIs – whatever works best for your timesheet processing workflow.
What are some examples of AI timesheet workflow automations?
AI timesheet processing helps automate and streamline workforce management workflows across business units such as:
- Payroll Teams: Accelerate payroll cycles and eliminate manual entry by extracting employee names, hours worked, overtime and approvals from any timesheet format. Business-rule validation flags timesheets that need review, catching missing approvals, date errors, overtime anomalies and total discrepancies.
- HR and Workforce Management: Automate time tracking and attendance workflows with self-learning AI that adapts to new layouts and multi-page formats, simplifying workforce planning and resource allocation.
- Staffing and Resource Teams: Feed structured time and attendance data into project management and billing systems to improve client invoicing, resource visibility and operational efficiency.
- Compliance and Audit: Maintain accurate time records with automated data capture that supports labor law compliance, audit trails and regulatory reporting requirements.
What is a timesheet OCR data extractor?
A timesheet optical character recognition (OCR) data extractor scans and accurately captures time and attendance information from timesheets, regardless of format or language. Upload timesheet documents in PDF, JPG or PNG formats. The OCR technology first converts the documents into a text layer, ensuring all text (even from scans, photos or handwritten entries) is captured. Affinda's AI models then identify and extract key fields such as employee names, dates, hours worked, overtime, approvals and reference numbers, transforming them into structured, usable data.
This automation eliminates manual data entry, reduces errors and saves time. Once the timesheet data is captured and structured, our AI timesheet processing pipeline can apply machine validation and post-processing to enable seamless integration with payroll, HRIS and compliance systems.
Organizations across payroll, HR and staffing rely on Affinda's AI for their workforce management, time tracking and payroll processing workflows, streamlining operations and improving overall efficiency.