Timesheets & payroll
Stop re-typing timesheets into your payroll system
Staff fill in their hours on a form that looks like the paper sheet you use today. Supervisors and finance sign off on screen. Payroll comes out as one file per pay period — instead of thirty signed sheets someone re-keys by hand.
In daily use at an Australian company since July 2026.
The same pay run, without the re-typing
What the system does
-
It is your form, on screen
Job number, client, contract, work description and the day-by-day labour table — laid out like the sheet your crew fills in today. There is no new format to learn.
-
The hours add themselves up
Enter start and finish; total hours and the day of the week fill in on their own. One click lays out every day of the period. Leave is picked from a list, not written in longhand.
-
Mistakes are caught at entry
A 25-hour day or a missing finish time is blocked before the sheet is submitted. Overtime beyond your policy, or leave beyond a balance, is flagged to the approver — not discovered on pay day.
-
Two-step approval, on the record
Supervisor first, then finance. The chain is set by admin, so nobody picks their own approver and nobody approves their own sheet. Approvers can work from an emailed link or straight from their queue.
-
Corrections cannot slip past an approver
Changing an already-submitted sheet means withdrawing it first, which clears any approval already given — an approval only ever applies to the version that was approved. Approved sheets are frozen; only an admin can void one, with a reason.
-
Three exports, deliberately separate
A single timesheet in your paper layout; everyone's hours day by day for checking and filing; and the payroll file — approved hours only, one pay period, so nobody is paid twice or paid on hours nobody signed off.
Who it's for
Any company where staff still write their hours on paper or in a spreadsheet and someone re-types them — site and construction work, field service, shift rosters, contractors. Weekly, fortnightly and monthly pay cycles are a setting, not a rebuild.
Do we have to change accounting software?
No. This sits in front of your payroll: it collects and approves the hours, then hands over a clean file. Connecting directly to a payroll system such as Xero depends on your region and plan, so we scope that with you rather than promise it up front.
Everything is on the record
Every submission, withdrawal, approval, deletion and export is logged with who and when. Nothing truly disappears — a removed sheet drops out of every list and export but stays in the database for an audit or a dispute.
How we get there
- 01
Show us your current sheet
A short call and a copy of the timesheet you use today. That form is the specification — we do not ask you to change how you work first.
- 02
See it as your own form
We rebuild your sheet in the system and hand you a working version to click through: your job numbers, your pay period, your approval chain.
- 03
Run one period in parallel
Your team enters one real pay period in the system while payroll still runs the usual way. You compare the two, and only then switch.
- 04
Go live, then extend
Roll it out to everyone. Direct payroll integration, cost-per-job reporting and the rest come after — once the basics are earning their keep.
Timesheets are the first module of Heion Works
The same records that pay your staff also answer the questions owners actually ask. We add these once the timesheet is part of the routine — not before.
Heion Works- Timesheets & two-step approval Available
- Payroll export per pay period Available
- Leave types and balance checks Available
- Cost per job — hours and labour by job number Planned
- Expense claims with receipt photos Planned
- Staff records, joiners and leavers Planned
What it costs
- Set-up Your timesheet rebuilt as a form, your approval chain and pay cycle, and one pay period run in parallel before you switch.
- from HK$12,000
- Monthly Priced by headcount. Hosting, updates, backups and support included.
- from HK$800 a month
- Direct payroll integration Optional, once the basics are running — pushing approved hours straight into your payroll system.
- from HK$8,000
Indicative prices in HKD. Once the scope is agreed we quote one fixed price — and nothing is charged before you accept it.
Common questions
- Do staff need to install an app?
- No. The system runs in a web browser, so staff fill in their hours on a phone or a computer they already have.
- Can we try it before switching over?
- Yes — that is the standard route. Your team enters one real pay period in the system while payroll still runs the usual way. You compare the two and switch only if the numbers match.
- Our timesheet has its own fields. Does that matter?
- No. Your current sheet is the specification: job numbers, clients, work descriptions and your pay cycle are rebuilt to match it, so staff do not learn a new format.
- Does it replace Xero or our accounting software?
- No. It collects and approves the hours, then hands a clean file to the payroll system you already use.
Let's talk
Tell us where the time goes.
Describe the manual work, the messy data, or the AI idea you have in mind. We reply to every serious enquiry — usually within one business day, and faster on WhatsApp.
WhatsApp +852 5438 2350Or email us directly at [email protected]