AI Timesheet Processing & Data Extraction Software

Automating their processes with AI

Affinda has removed the laborious workload from our accounts staff, who now focus on quality assurance and management of any outliers.

- 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

Read full story

Customer satisfaction is always our top priority, and Affinda has helped us achieve that by eliminating phone calls, manual handling, and delays.

- 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

Read full story

Two recruitment specialists reviewing a list of candidates

Affinda's ongoing improvements in its AI models demonstrate its innovative approach in Document AI.

– 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

Read full story

Affinda’s support and expertise were invaluable… The experience working with Affinda was excellent.

- Nick Tran, Business Analyst, StateCover Mutual

300,000

documents processed annually

80

different document types

60%

Enhanced auditability and tracking of invoice approvals

Read full story

Logistics manager reviewing paperwork onsite

The results have spoken for themselves. I recommend Affinda to anyone looking to enhance their product or business with AI capability.

- Steve O’Keeffe, CTO, Felix

76%

reduction in manual data input

30%

reduction in compliance data errors

85,000

compliance documents processed annually

Read full story

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 an 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/DOCtimesheet (Word), timesheetLStimesheet (Excel), HTML and TtimesheetT/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 â€“ 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.

Click here

The AI platform for timesheet processing

How to automate timesheet processing with Affinda's AI

Upload your timesheets, your way

Watch as it extracts your timesheet data

Automatically route the data to your systems

Extract any information from any document, fast

Create models in seconds

Cleanse and transform data

Apply business logic

Affinda's AI reads, understands and extracts data from any timesheet or document

Pathway 1: Use our AI integrations agent

Pathway 2: Write your own code

Get AI agents to process your timesheets

Automate timesheet processing with 99%+ accuracy

See ROI in weeks, not months

AI that instantly learns from your timesheet and adapts

Easy integration, zero disruption

Configure your timesheet model, customize and maintain control

Enterprise-grade security

Combine the best of artificial and human intelligence

No need to talk to sales. Get started now

Sign up for free

Upload your documents

See the magic

Automating their processes with AI

95%

10×

120,000

82%

300,000

80

60%

76%

30%

85,000

Try AI timesheet processing for free

Frequently asked questions

Discover the platform

See pricing, plain and simple

Explore

Pricing

Company

Learn more