Turn messy timesheets into clean, margin-ready job data
Turn messy timesheets into clean, margin-ready job data
Use the elsai CrewCost Agent to read timesheets, compare them to rosters, and calculate job-level labor costs and margins automating tasks that typically drain your team's time and energy.
Use the elsai CrewCost Agent to read timesheets, compare them to rosters, and calculate job-level labor costs and margins automating tasks that typically drain your team's time and energy.
Book a CrewCost Agent demo →
Book a CrewCost Agent demo →
See how the workflow runs →
See how the workflow runs →
Automate timesheet capture and validation from emails and uploads
Automate timesheet capture and validation from emails and uploads
Spot roster mismatches and cost outliers before they hit finance
Spot roster mismatches and cost outliers before they hit finance
Get reliable labor cost and margin insights for every job and customer
Get reliable labor cost and margin insights for every job and customer
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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 runs your workflow?
Step 01
Ingest
Ingest
Connects to mailboxes and upload points, extracts attachments, and identifies valid timesheets. Ensures smooth data flow.
Connects to mailboxes and upload points, extracts attachments, and identifies valid timesheets. Ensures smooth data flow.
Step 02
Parse & validate
Parse & validate
Leverages OCR to capture key fields (employee ID, job ID, dates, hours) and flags missing or invalid data, maintains data accuracy.
Leverages OCR to capture key fields (employee ID, job ID, dates, hours) and flags missing or invalid data, maintains data accuracy.
Step 03
Compare to schedule
Compare to schedule
Matches actual hours to planned shifts and job assignments, highlighting variances for review.
Matches actual hours to planned shifts and job assignments, highlighting variances for review.
Step 04
Calculate cost & margin
Calculate cost & margin
Applies dynamic labor rates, computes total cost, and pulls revenue data to calculate job-level margins.
Applies dynamic labor rates, computes total cost, and pulls revenue data to calculate job-level margins.
Step 05
Review, resolve & approve
Review, resolve & approve
Routes exceptions for validation and approval, captures reviewer inputs, and posts finalized records to finance systems.
Routes exceptions for validation and approval, captures reviewer inputs, and posts finalized records to finance systems.
Watch a sample CrewCost flow →
GenAI-powered agents for crews, rosters, and margin
GenAI-powered agents for crews, rosters, and margin
GenAI-powered agents for crews, rosters, and margin
The elsai CrewCost Agent is a set of coordinated agents for document ingestion, data quality, schedule comparison, and cost/margin analytics. They operate across email, rostering, and finance systems, allowing teams to focus on exceptions and decisions instead of data entry.
The elsai CrewCost Agent is a set of coordinated agents for document ingestion, data quality, schedule comparison, and cost/margin analytics. They operate across email, rostering, and finance systems, allowing teams to focus on exceptions and decisions instead of data entry.
The elsai CrewCost Agent is a set of coordinated agents for document ingestion, data quality, schedule comparison, and cost/margin analytics. They operate across email, rostering, and finance systems, allowing teams to focus on exceptions and decisions instead of data entry.
Document parser agent
Accepts timesheet documents from email and uploads, uses OCR to extract structured data like employee, job, hours, and dates, and normalizes it to a standard schema.
Document parser agent
Accepts timesheet documents from email and uploads, uses OCR to extract structured data like employee, job, hours, and dates, and normalizes it to a standard schema.
Data quality agent
Applies business rules to validate completeness and correctness, flags errors with severity, and supports overrides and bulk approvals where appropriate.
Data quality agent
Applies business rules to validate completeness and correctness, flags errors with severity, and supports overrides and bulk approvals where appropriate.
Scheduling comparison agent
Compares timesheet entries against planned shifts from your rostering/DB system, highlights mismatches in hours or job codes, and logs variances.
Scheduling comparison agent
Compares timesheet entries against planned shifts from your rostering/DB system, highlights mismatches in hours or job codes, and logs variances.
Exception routing agent
Automatically routes flagged records to validators, reviewers, or admins, tracks review status, and notifies users about pending items.
Exception routing agent
Automatically routes flagged records to validators, reviewers, or admins, tracks review status, and notifies users about pending items.
Labor cost & margin agent
Calculates labor cost by applying rate tables and shift rules, pulls revenue from job records, and computes job-level margins with alerts for low-margin work.
Labor cost & margin agent
Calculates labor cost by applying rate tables and shift rules, pulls revenue from job records, and computes job-level margins with alerts for low-margin work.
System monitoring agent
Monitors email extraction, parsing queues, and processing pipelines, with dashboards for admins to rerun, fix, or tune workflows.
System monitoring agent
Monitors email extraction, parsing queues, and processing pipelines, with dashboards for admins to rerun, fix, or tune workflows.
Campaign Performance
Campaign Performance
Last 30 Days
↑ 12.4%
ROI
Q3 Customer Support
2 variants • 45k runs
↑ 12.4%
ROI
Active
98% Success
Sales Outreach Bot
1 variant • 12k runs
Active
98% Success
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.
Works with your rostering, email, and finance tools
Works with your rostering, email, and finance tools
Works with your rostering, email, and finance tools
The CrewCost Agent connects to your existing rostering, payroll, or finance systems. use and writes results back into the same workflows.
The CrewCost Agent connects to your existing rostering, payroll, or finance systems. use and writes results back into the same workflows.
Connects To
Company mailboxes receiving timesheets and job reports
Rostering and scheduling systems or databases with planned shifts and jobs
Payroll or workforce management systems holding labor rates and employee details
Procurement, CRM, and ERP systems for contract data reference
Reporting and BI tools used for operational and margin dashboards
Writes Back
Clean, validated timesheet records with status and comments
Schedule variance logs for operations and HR
Calculated labor cost per employee, shift, and job
Job-level margin metrics and flags for low margin work
Exception reports and audit trails for finance and operations leaders
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?
Let's walk through your current timesheet and rostering process and show how the elsai CrewCost Agent can automate reconciliation, clean up data, and give you clear job-level margins without changing the systems you already rely on.
Let's walk through your current timesheet and rostering process and show how the elsai CrewCost Agent can automate reconciliation, clean up data, and give you clear job-level margins without changing the systems you already rely on.
Book a CrewCost agent demo →
Book a CrewCost agent demo →
Talk to our team →
Talk to our team →
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