From Missed Entries to 85% Compliance: How a Remote Marketing Agency Transformed Timesheet Accuracy

Spotlight

A fast-growing marketing agency with a fully remote team faced mounting issues with late or incomplete timesheet submissions. Missed entries caused delays in invoicing, payroll errors, and gaps in project tracking. By implementing automated reminders through Time Tracker 365, the agency achieved 85% compliance, enabling real-time project visibility and on-time billing cycles.

Highlights

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Increase in Timesheet Compliance

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Reduction in Payroll Delays

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On-Time Client Invoicing

Customer’s Speak

Mike Reynolds

Legal Operations Manager

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Managing contracts manually led to missed deadlines, compliance risks, and inefficiencies. With SharePoint Contract Management, automation streamlined workflows, reduced manual effort, and ensured compliance. Now, we focus more on clients instead of paperwork.

The Challenge: Inconsistent Timesheet Submissions

Chronic Delays
With no physical oversight or consistent routine, many team members postponed timesheet updates until the end of the week—or even longer. This delay resulted in forgotten tasks, incorrect time entries, and estimations based on memory rather than actual work. As a result, project timelines became harder to track, billing hours were frequently underreported, and payroll teams had to spend additional time validating entries or following up for corrections.

Payroll & Invoicing Errors
When employees failed to submit complete or timely timesheets, it created confusion during client invoicing and internal payroll runs. Project managers often had to chase down missing entries, leading to delays in approvals and extended billing cycles. Clients questioned invoices that lacked clear hour breakdowns, eroding trust and slowing down payments. The finance team, in turn, had to pause revenue processes to verify data, ultimately affecting cash flow and operational efficiency.

Lack of Visibility
Without up-to-date timesheet entries, managers had little visibility into what tasks were being worked on, who was falling behind, or which projects were at risk. This lack of real-time data made it difficult to allocate resources effectively or adjust timelines when bottlenecks occurred. As a result, project planning became reactive instead of proactive leading to missed deadlines, inefficient workflows, and client dissatisfaction due to delayed deliveries or last-minute changes.

The Solution: Automated Timesheet Reminders via Time Tracker 365

Smart Daily Reminders
Employees received personalized prompts at specific times each day, reminding them to log work hours based on their time zone and work schedule. These reminders were non-intrusive and came through email, mobile push notifications, and in-app alerts—making it hard to forget.

Customizable Reminder Settings
The operations team configured reminders based on roles, work hours, or teams. For example, writers working flexible hours received end-of-day reminders, while client managers were nudged every Friday afternoon to submit weekly logs. This ensured relevance and consistency across departments.

Auto-Follow-Up for Missed Logs
If an employee missed a submission, Time Tracker 365 triggered a gentle follow-up the next day. These automated messages reduced the need for manual intervention, keeping HR and project managers free from routine chases.

Weekly Summary Emails
Each employee received a summary of their logged and unlogged hours every week. This transparency helped employees self-correct and kept managers informed about gaps without needing to dig into reports.