Harborview Agency Group (name changed)
Employee Time Tracker & Payroll
Staff punch in and out from a simple interface. Timesheets compute themselves, breaks deduct correctly, and payroll exports are ready without manual math.
5+ hours
Payroll prep time saved / cycle
Near zero
Timesheet disputes
20+
Staff on the system
Try the live demo
Full screenLive workflow demos
Three n8n workflows run this system end to end. Hit each trigger to watch a prototype replay — the routing mirrors the real build; the data is illustrative.
WF-1 · Overtime & Time-Off Request
The full lifecycle of a VA overtime or time-off request — from form submission to client approval and recordkeeping.
WF-2 · VA Notification for Edit Requests / Disputes
Every pay-period cut-off, VAs are automatically notified to review timesheets and raise disputes before payroll runs.
WF-3 · Paystub Email & Google Drive Upload
On payday, each VA's timesheet is exported as a PDF, emailed to them, and filed to their Google Drive folder.
The problem
Remote team members reported hours in chat: "on now", "taking lunch", "done for the day". Every payroll cycle, someone reconstructed timesheets from message history, argued about break deductions, and hand-computed totals.
That's hours of admin work per cycle — and every manual computation is a chance for a payroll error that erodes trust with your team.
What I built
A time tracking system with the state logic done right:
- Punch in / break / punch out — a simple interface with guardrails. You can't punch out while on break, can't start a break before punching in, can't double punch. The state machine makes invalid sequences impossible.
- Automatic break deduction — break minutes are tracked per session and deducted from payable hours, consistently, every time.
- Live timesheet — every punch writes a row. Staff and managers see the same numbers, so disputes end before they start.
- Payroll-ready output — end of cycle, totals are already computed and exportable. A PDF timesheet generator produces clean documents for records.
Why it matters for your agency
Payroll accuracy is a trust system. When the numbers compute themselves from punch events, there's nothing to argue about and nothing to reconstruct.
The demo below runs the real state machine — try to break it. Punch in, take a break, punch out, and watch the timesheet compute your hours.
Under the hood
Punch events write to Google Sheets through Apps Script endpoints; the timesheet recomputes payable hours (gross minus break time) per session. Getting the state transitions right was the hard part — the first version had edge-case bugs around double punches and breaks spanning midnight, which is exactly why the demo's state machine is strict about legal transitions. A companion workflow generates PDF timesheets and syncs summaries into the agency's CRM.
Want a system like this running your agency?
Book a 30-minute call. Bring your messiest process — I'll tell you exactly how I'd automate it.
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