Streamline timesheets into organized, margin-optimized job data
Automate timesheet reviews, roster comparisons, and labor cost calculations with the elsai CrewCost Agent; turn hours of manual work into effortless insights.
Automate timesheet reviews, roster comparisons, and labor cost calculations with the elsai CrewCost Agent; turn hours of manual work into effortless insights.
Automate timesheet capture validations from emails and uploads
Automate timesheet capture validations from emails and uploads
Spot roster mismatches and cost outliers before financial review
Spot roster mismatches and cost outliers before financial review
Get reliable labor cost and margin insights by job and customer
Get reliable labor cost and margin insights by job and customer
Home
CrewCost Agent-Reconcilation
Why timesheets and rosters never seem to match
Why timesheets and rosters never seem to match
01
01
01
01
Timesheets arrive via email as PDFs, spreadsheets, and images, with different layouts for each customer or site.
Timesheets arrive via email as PDFs, spreadsheets, and images, with different layouts for each customer or site.
Timesheets arrive via email as PDFs, spreadsheets, and images, with different layouts for each customer or site.
02
02
02
02
Operations and back-office teams manually enter employee IDs, job codes, hours, and dates into systems from these documents.
Operations and back-office teams manually enter employee IDs, job codes, hours, and dates into systems from these documents.
Operations and back-office teams manually enter employee IDs, job codes, hours, and dates into systems from these documents.
03
03
03
03
Schedules live in separate rostering or job systems, so comparing “planned vs worked” is a manual, error-prone process.
Schedules live in separate rostering or job systems, so comparing “planned vs worked” is a manual, error-prone process.
Schedules live in separate rostering or job systems, so comparing “planned vs worked” is a manual, error-prone process.
04
04
04
04
Delayed or overlooked mismatches in hours, jobs, or shift types lead to write-offs and disputes.
Delayed or overlooked mismatches in hours, jobs, or shift types lead to write-offs and disputes.
Delayed or overlooked mismatches in hours, jobs, or shift types lead to write-offs and disputes.
05
05
05
05
Finance teams spend days reconciling timesheets, chasing clarifications, and trying to calculate labor cost and margin by job.
Finance teams spend days reconciling timesheets, chasing clarifications, and trying to calculate labor cost and margin by job.
Finance teams spend days reconciling timesheets, chasing clarifications, and trying to calculate labor cost and margin by job.
06
06
06
06
Leaders lack timely visibility into which routes, contracts, or sites are truly profitable.
Leaders lack timely visibility into which routes, contracts, or sites are truly profitable.
Leaders lack timely visibility into which routes, contracts, or sites are truly profitable.
See how elsai CrewCost transforms →
How does the elsai CrewCost Agent power your workflow?
Step 01
Ingest
Ingest
Connects to inboxes and upload portals, extract attachments, and identify valid timesheets for seamless data flow.
Connects to inboxes and upload portals, extract attachments, and identify valid timesheets for seamless data flow.
Step 02
Parse & validate
Parse & validate
Uses OCR to capture key fields (employee ID, job ID, dates, hours), flag errors, and ensure data integrity.
Uses OCR to capture key fields (employee ID, job ID, dates, hours), flag errors, and ensure data integrity.
Step 03
Compare schedule
Compare schedule
Aligns recorded hours with planned shifts, highlighting discrepancies for quick review.
Aligns recorded hours with planned shifts, highlighting discrepancies for quick review.
Step 04
Calculate cost & margin
Calculate cost & margin
Applies labor rates, computes job costs, and combines revenue for accurate margin insights.
Applies labor rates, computes job costs, and combines revenue for accurate margin insights.
Step 05
Review, resolve & approve
Review, resolve & approve
Routes flagged records for validation, captures reviewer feedback, and posts finalized data to finance systems for closure.
Routes flagged records for validation, captures reviewer feedback, and posts finalized data to finance systems for closure.
Experience CrewCost Flow →
Manage crews, rosters, and margin with GenAI-powered agents
Manage crews, rosters, and margin with GenAI-powered agents
elsai CrewCost Agent connects your email, roster, and finance systems to automate data handling and cost insights—so your team spends less time on data and more on action.
elsai CrewCost Agent connects your email, roster, and finance systems to automate data handling and cost insights—so your team spends less time on data and more on action.
elsai CrewCost Agent connects your email, roster, and finance systems to automate data handling and cost insights—so your team spends less time on data and more on action.
Document parser agent
Process timesheets via email or uploads, extract key details (employee, job, hours, dates) using OCR, and standardize them into a unified format.
Data quality agent
Scheduling comparison agent
Exception routing agent
Labor cost & margin agent
System monitoring agent
Document parser agent
Process timesheets via email or uploads, extract key details (employee, job, hours, dates) using OCR, and standardize them into a unified format.
Data quality agent
Validates data against business rules for completeness and accuracy, flags issues by severity, and enables overrides or bulk approvals when needed.
Scheduling comparison agent
Automatically compares timesheet entries with scheduled shifts, flags, mismatches, and records of variances.
Exception routing agent
Automatically routes flagged records for review, tracks progress and sends pending notifications.
Labor cost & margin agent
Calculates labor costs using rate tables and shift rules, pulls revenue from job records, and flags low-margin jobs with automated margin analysis.
System monitoring agent
Oversees email parsing and processing pipelines via admin dashboards for reruns, issue resolution, and workflow tuning.
Governance line: ARMS monitors all CrewCost agents; every extraction, rule, calculation, and override logging it, explainable, and governed by configurable guardrails and human-review thresholds.
Governance line: ARMS monitors all CrewCost agents; every extraction, rule, calculation, and override logging it, explainable, and governed by configurable guardrails and human-review thresholds.
Governance line: ARMS monitors all CrewCost agents; every extraction, rule, calculation, and override logging it, explainable, and governed by configurable guardrails and human-review thresholds.
Seamlessly integrates with your rostering, payroll, and finance systems.
Seamlessly integrates with your rostering, payroll, and finance systems.
The CrewCost Agent works within your existing workflows to read, use, and update data automatically.
The CrewCost Agent works within your existing workflows to read, use, and update data automatically.
Connects To
Company mailboxes for timesheets and job reports
Rostering or scheduling systems with planned shifts and jobs
Payroll or workforce management systems holding labor rates and employee details
Procurement, CRM, or ERP systems for contract data
Reporting or BI tools for operational and margin dashboards
Writes Back
Validated timesheet entries with status and comments
Schedule variance logs for HR and operations
Labor cost by employee, shift, and job
Job-level margin metrics with low-margin alerts
Exception reports and audit trails for finance and operations
Cleaner timesheets. Clearer margins. Less manual work.
Cleaner timesheets. Clearer margins. Less manual work.
Faster reconciliation
Faster reconciliation
Automated parsing and validation reduce timesheet processing from days to hours across sites and customers.
Automated parsing and validation reduce timesheet processing from days to hours across sites and customers.
Fewer errors and disputes
Fewer errors and disputes
Systematic schedule comparison and data quality checks catch issues before invoices and payroll run.
Systematic schedule comparison and data quality checks catch issues before invoices and payroll run.
Transparent job-level margins
Transparent job-level margins
Reliable labor cost and revenue linkage means you can see which routes, customers, or contracts are truly profitable.
Reliable labor cost and revenue linkage means you can see which routes, customers, or contracts are truly profitable.
Less back-office burnout
Less back-office burnout
Validators, reviewers, and finance analysts focus on exceptions and insights rather than manual data entry or inbox hunting.
Validators, reviewers, and finance analysts focus on exceptions and insights rather than manual data entry or inbox hunting.
Powered by elsai’s governance and ARMS:
Powered by elsai’s governance and ARMS:
Full audit trails from email ingestion through final approval
Explainable logs for validation rules, overrides, and cost/margin calculations
Policy-based guardrails and human review controls for high-value or high-variance jobs
See CrewCost governance in action →
Start with one contract or site, then scale.
Start with one contract or site, then scale.
Logistics firms start small to prove reconciliation and margin value, then scale CrewCost Agent across sites and contracts.
Logistics firms start small to prove reconciliation and margin value, then scale CrewCost Agent across sites and contracts.
Logistics firms start small to prove reconciliation and margin value, then scale CrewCost Agent across sites and contracts.
Review your current timesheet process.
Review your current timesheet process.
Identify where timesheets come from today, how they’re validated, and where schedule mismatches and margin questions hurt most.
Identify where timesheets come from today, how they’re validated, and where schedule mismatches and margin questions hurt most.
Connect systems and set rules.
Connect systems and set rules.
Provide access to mailboxes, timesheet samples, rostering data, and rate tables; define validation rules, variance thresholds, and approval paths.
Provide access to mailboxes, timesheet samples, rostering data, and rate tables; define validation rules, variance thresholds, and approval paths.
Run a pilot and refine.
Run a pilot and refine.
Let the agents process real-time sheets, review exceptions, and margin outputs with your teams, then confidently expand across more customers and depots after proven success.
Let the agents process real-time sheets, review exceptions, and margin outputs with your teams, then confidently expand across more customers and depots after proven success.
Frequently asked questions
Frequently asked questions
Questions leaders ask before turning CrewCost on
Does this replace our rostering or payroll system?
No. the elsai CrewCost Agent sits on top of your existing rostering, payroll, and finance systems. Those remain your systems of record — CrewCost automates capture, comparison, and costing across them.
Does this replace our rostering or payroll system?
No. the elsai CrewCost Agent sits on top of your existing rostering, payroll, and finance systems. Those remain your systems of record — CrewCost automates capture, comparison, and costing across them.
Can it handle different timesheet formats from multiple customers?
Yes. The document parser supports multiple layouts and formats, using OCR and layout-based recognition to standardize timesheet data into a common schema.
Can it handle different timesheet formats from multiple customers?
Yes. The document parser supports multiple layouts and formats, using OCR and layout-based recognition to standardize timesheet data into a common schema.
How do we control validation rules and tolerances?
You can configure data quality rules, variance thresholds, and escalation paths to ensure the system aligns with your operational and financial policies.
How do we control validation rules and tolerances?
You can configure data quality rules, variance thresholds, and escalation paths to ensure the system aligns with your operational and financial policies.
Will our teams still review exceptions?
Yes. CrewCost routes mismatches and high-variance records to validators, operations lead, or finance, keeping people in control of final decisions.
Will our teams still review exceptions?
Yes. CrewCost routes mismatches and high-variance records to validators, operations lead, or finance, keeping people in control of final decisions.
Can it support audits and customer queries?
Yes. Every change, override, and calculation is logged with timestamps and users, giving you a clear trail to answer internal and customer questions.
Can it support audits and customer queries?
Yes. Every change, override, and calculation is logged with timestamps and users, giving you a clear trail to answer internal and customer questions.
Ready to see your true crew cost and margins?
Ready to see your true crew cost and margins?
Simplify your timesheet and rostering with the elsAI CrewCost Agent. Automate reconciliation, improve data accuracy, and view job margins within your current systems.
Simplify your timesheet and rostering with the elsAI CrewCost Agent. Automate reconciliation, improve data accuracy, and view job margins within your current systems.
elsai
Enterprise AI governance platform for agentic workflows. Transform your operations with confidence.
elsai
Enterprise AI governance platform for agentic workflows. Transform your operations with confidence.
elsai
Enterprise AI governance platform for agentic workflows. Transform your operations with confidence.
elsai
Enterprise AI governance platform for agentic workflows. Transform your operations with confidence.