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Professional Services
AI Timesheet Intelligence
Timesheets are checked automatically for utilization gaps, unbilled hours and unusual entries, before they reach an invoice.
Billing errors usually start in timesheets: a missing week, a miscoded entry, hours that never reach an invoice. AI Timesheet Intelligence reads your time data, read-only, and flags late timesheets, utilization gaps and entries that look wrong in a weekly report or dashboard for finance and partners. It never edits an entry. Your team decides every correction before anything is billed.
- Missing and late timesheets flagged every week
- Unbilled hours and wrong codes caught before invoicing
- Utilization gaps shown for every person on the team
$4,400
20–30 working days
Optional maintenance $249/mo
What it is
AI Timesheet Intelligence checks logged timesheets for utilization gaps, unusual entries and unbilled hours, flagging who is over or under capacity and which entries look wrong before they reach an invoice. Missing and late timesheets are flagged each week, and findings arrive as a report or dashboard for finance and partners.
Why businesses buy it
For a firm that bills by the hour, timesheets are revenue. Hours that are never logged, coded to the wrong matter or left off an invoice are money already earned and quietly lost, and finance usually finds out at month end. AI Timesheet Intelligence checks the data every week, so problems are fixed while people still remember the work. The Scope Card lists the data sources, the metrics and the alerts before you order, and nothing it connects to is given write access.
Problems this solves
Unbilled hours slip through because timesheets are never reviewed
The build checks logged timesheets for unbilled hours and unusual entries. It flags which entries look wrong before they reach an invoice, so finance can correct them.
Missing and late timesheets are chased by hand every week
Missing and late timesheets are flagged each week through one channel, such as email or Slack. The person chasing them starts from a ready list.
Partners cannot see who is over or under capacity
The build reports utilization gaps and who is over or under capacity. Findings arrive as a report or dashboard for finance and partners. Partners can plan work before people burn out.
Odd entries are found only after the client queries the invoice
Up to five alerts flag entries that cross a threshold you set. Results are checked against three months of your historical data before launch. Fewer invoice queries.
A good fit if
Partners or team leads currently scroll through timesheet exports by hand to spot who is overloaded, who is under capacity, or whose entries do not add up.
You already log time in a practice management, project or time-tracking system, and at least three months of that history exists to check patterns against.
You want gaps, duplicate entries and unusual billing patterns flagged before an invoice goes out, not discovered later by a client who queries a bill.
You are comfortable naming up to 25 metrics or recurring questions, such as which codes get miskeyed most often, and receiving one dashboard or report plus up to five alerts.
Not the right fit if
You need staff allocated to upcoming projects by skill and availability, not analysis of hours already logged. See AI Resource Planning, which plans forward instead of looking back.
You need scope drift against the original SOW tracked, not timesheet patterns. See AI Scope Management.
You need a broader client health picture spanning satisfaction and renewal risk, not utilization data alone. See AI Client Success System.
You need more than 25 metrics or more than three data sources. Add a note at checkout and we quote it, or start from our Custom AI enquiry form.
How it works
- We connect, read-only, to up to three data sources you name, such as your practice management system, time-tracking tool or payroll export.
- You define up to 25 metrics or recurring questions that matter to your firm, such as target utilization rate by role, unbilled hours outstanding, or entries logged outside normal working patterns.
- Timesheet Intelligence checks logged time against those definitions, comparing each person's billable hours to their target utilization and flagging entries that look duplicated, backdated or miscoded to the wrong matter.
- On the cadence you set, it assembles a dashboard or recurring report showing who is over or under capacity and which entries need a second look before billing.
- Up to five alerts flag anything urgent between reporting cycles, such as a week where a fee-earner's logged hours drop sharply or a code gets used well outside its normal pattern.
- We check the results against three months of your historical timesheet data before launch, so the flags match what your billing team already knows to look for.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- Your business information (company basics, hours and brand voice), shared during intake, or confirmation we can reuse what you gave us on an earlier order.
- Read-only access to each timesheet or practice management system Timesheet Intelligence should read from.
- Your own definitions of the key metrics, such as target utilization rate by role and what counts as an unusual entry.
- At least three months of historical timesheet data to check the flags against before launch.
- The report recipients and the delivery channel they should receive it on.
- Admin access and API keys for every connected system, shared by adding our team as a user or creating a key you control, never by email.
- One decision-maker who can approve the metric definitions and sign off at launch.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified, data sources and metric definitions confirmed.
Weeks 1–2
The utilization dashboard or recurring report built against your metrics.
Week 3
Timesheet and practice management systems connected read-only, alert rules configured.
Weeks 3–4
Results checked against three months of your historical timesheet data.
Week 4
Your review and two rounds of changes.
Go-live
Live, recorded handoff session, support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $4,400 |
| Express | 15–25 working days | $5,150 |
| Rush | 10–20 working days | $5,950 |
What you receive at handover
- AI Timesheet Intelligence, configured and deployed to your environment
- One report or dashboard with up to 25 defined metrics, plus up to five alerts
- Read-only connections to up to three data sources, such as your time-tracking tool
- Delivery through one channel, such as email, Slack or a web dashboard
- A test report checking results against three months of historical data
- An admin guide, the recorded handoff session and 30 days of post-launch support
Expected benefits and how to measure them
- Can help recover hours that would otherwise go unbilled
- Helps timesheets arrive on time with less chasing
- Makes capacity easier to see across the team
- Late or missing timesheets each week
- Count them from your time-tracking tool for a month before launch and a month after.
- Unbilled hours identified
- Track hours flagged as unbilled each month and how many were later invoiced.
- Invoice corrections after sending
- Count invoices reissued for time errors, for a quarter before launch and a quarter after.
Before you start: Record weekly late timesheets and recent invoice corrections caused by time errors.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build price is one-time. Running AI Timesheet Intelligence afterwards costs roughly $20–150/month (AI model usage + hosting/scheduler), billed directly in your own accounts and moving with how many metrics and alerts you run.
AI usage during the build and testing is also billed to your accounts, so you keep ownership of every provider relationship. Nothing runs through us.
Ask about running costsCustom requirements
If you need something outside the Scope Card, add a note at checkout. You get a written Change Quote, and that work only starts once you accept it. Your original order runs on its normal timeline either way. Larger or bespoke projects go through the Custom AI request form instead.
Request a custom versionKeep it running
Monthly maintenance covers monitoring, fixes, model and platform updates, a monthly health report and change hours for a new metric, an added alert or a changed utilization target. It starts after the 30 days of support, bills monthly, and can be cancelled any month.
$249/mo (the minimum fee, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | A time-tracking add-on bills per seat whether anyone reviews utilization or not | A fractional ops lead charges to review timesheets by hand each cycle | Ours is one fixed price, shown on this page before you buy |
| Scope | A time-tracking add-on gives you a generic dashboard you build metrics into yourself | Scope depends on the reviewer's time that cycle | Ours is written on the Scope Card before purchase |
| Accuracy check | A time-tracking add-on rarely checks flags against your own billing history first | Accuracy depends on who reviewed it | Ours is checked against three months of your own historical data |
| Delivery | Sign-up is instant, wiring up real utilization rules is not | Typically several weeks before work even begins | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
How much does AI Timesheet Intelligence cost?
The one-time build price is listed in the price and delivery panel on this page, with each delivery speed. It covers everything on the Scope Card: the metrics you define, the dashboard or report format, up to five alerts, and a check of the flags against three months of your historical timesheets before launch. That price holds once the Scope Card is confirmed.
How is AI Timesheet Intelligence different from AI Resource Planning?
Timesheet Intelligence looks backward, analyzing time already logged to flag utilization gaps and unusual entries before billing. AI Resource Planning looks forward, matching people to upcoming projects by skill and availability before work starts. One reviews what happened, the other helps decide what happens next, and they can run together on the same time data.
Does AI Timesheet Intelligence change anyone's logged hours?
No. It reads timesheet data read-only and never edits an entry itself. It flags what looks unusual, such as a duplicated line, a miscoded matter, or a week that sits well outside someone's normal utilization, and leaves the correction to the person who reviews the dashboard or report each cycle before anything is billed.
How much does AI Timesheet Intelligence cost to run each month?
Roughly $20 to $150 a month in your own accounts, covering AI model usage plus hosting and the scheduler. The figure moves with how many metrics and alerts you run and how many people log time. You pay providers directly. The build itself is a one-time price, shown in the price and delivery panel on this page.
How long does AI Timesheet Intelligence take to launch?
The price and delivery panel on this page shows the time for each speed, counted from the day your intake is complete and read-only access is verified. Most of the build goes into checking the utilization and billing flags against your own historical timesheets, so the first weekly report points at real problems rather than noise.
What access does AI Timesheet Intelligence need to our systems?
It needs read-only access to each data source you name, such as your practice management system, time-tracking tool or payroll export, plus at least three months of historical data to check flags against. Admin access and API keys are shared by adding our team as a user or creating a key you control, never by email, and nothing connected is given write access.
Can I add a new metric to AI Timesheet Intelligence later?
Yes. Adding a metric or an alert within your existing 25-metric limit fits inside the monthly change hours that come with maintenance. A fourth data source or a change to the reporting cadence beyond what's in scope gets a written Change Quote first.
Stop finding billing problems after the invoice goes out.
Order AI Timesheet Intelligence and utilization gaps and unusual entries are flagged automatically on a fixed delivery date. The scope above is what you get, in writing, before you pay.
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