Photo from your driver to Your accounting
The trip is done, but the invoice waits for the signed note.
From signed consignment note (CMR) to a draft invoice.
Logistics
Use case · Logistics
Stop retyping drivers' timesheets.
Drivers hand in their timesheet as a photo, spreadsheet or chat message, and your admin team retypes the hours and allowances for payroll. The automation prepares the hours per driver and compares them with the trips; your admin team approves.
Free · 30 minutes online · one process · no obligation After that: pilot from €2,450 · monthly package from €295 · excl. VAT
How the work runs
- Photo
- Spreadsheet
- Chat message
AIstap
the automation
- Reads
- Validates
- Prepares
Your time recordsFICTIONAL EXAMPLE
Timesheet week 40 · Driver 12To be checked
- Hours
- 47.5
- Overtime
- 7.5
- Nights away
- 2
- Break 01-10
- 45 minNo break?
In doubt? To your team first.
On 01-10 the timesheet shows no break; the planned trip has 45 minutes. Your admin team decides.
Sound familiar?
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Photo, spreadsheet or chat message
Drivers hand in their hours in different ways: as a photo, in a spreadsheet or in a chat message.
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Retyping hours per driver
Someone retypes the start and end times per driver and per day.
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Timesheet and trip differ
Timesheet and trip differ, and that only shows when the payslip is wrong.
Today. And with AIstap.
Today
4 steps by hand
- Driver's timesheet
- Open and read
- Retype the hours
- Calculate allowances
- Call the driver
With AIstap
1 step for your team
- Driver's timesheet
- The automation reads
- Check: does it fit the trip?
- Your admin team approvesyour team
- Hours final in your system
Possible impact
- Less retyping of timesheets
- Less chance of mistakes in allowances
- A better view of unclear hours
Possible impact, not a promise: what it brings depends on your process.
What AIstap can build.
An example. What we build for you is agreed upfront.
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Reading the timesheet
Start, end, break and night away per day.
Reading the timesheet, also as a photo: start, end, break and night away per day.
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Next to the trips
Times given next to the planned trips.
The hours are laid next to the planned trip; when in doubt, your admin team decides.
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Adding up hours
Normal hours, overtime and allowances by your rules.
Adding up normal hours, overtime and allowances by the rules you supply.
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Ready for payroll
Per driver; final only once approved.
Hours per driver are prepared in your time records; final only after your admin team approves.
The time this takes today.
An example. Slide to your own numbers.
Full ring: one working week of 40 hours. Based on 5 working days a week.
What remains after automation is something we look at in the free analysis.
Checked by your team.
The automation prepares. Your people approve and decide when something is unclear.
The automation
Your admin team
- DetectThe automation sees what arrives.
- PrepareReading, checking and getting it ready.
- ApproveSomeone on your team approves, or decides when in doubt.
- ExecuteAfter approval it is final in your system.
- Follow upWhatever is open stays in view.
Your team stays in control.
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Try it yourself
Timesheet week 40 · Driver 12To be checked
Break 01-10No break?
Your admin team decides when unsure
If something is missing or the trip does not match, your admin team sees it first. The automation fills nothing in by guessing.
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The automation
- Reads
- Validates
- Prepares
Your team
- Approving hours
- Asking drivers
- Running payroll
Hours and wages stay with people
Your admin team approves the hours, talks to drivers and runs payroll. In this set-up the automation judges no one and calculates no wages.
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Nothing to payroll without approval
In this set-up no hours go to payroll without the approval of your admin team. The automation does not calculate wages itself.
In the systems you already have.
Which connection is possible is something we look at in the free analysis.
The hours arrive as photo, spreadsheet or chat message, are laid next to the trips in your planning software and prepared in your time records. We look at connecting them in the free analysis.
- Planning software (In this example)
- Time registration (In this example)
- Mailbox
- Order system
- Spreadsheet
- Accounting
In this example
What it costs to start.
From timesheet to time records: one process, two systems. The size of a pilot.
-
STEP 0
Free analysis
€0
You show us one process.
- 30 minutes online
- A one-page summary
- Free, no obligation
-
STEP 1 Recommended first step
Pilot
from€2,450
One working automation.
- Max. 2 systems
- 1 to 2 weeks
- Fixed price, upfront
-
ONGOING · AFTER A PILOT
Monthly package
from€295/month
We keep it running.
- Hosting and monitoring
- Fixes and AI costs
- Cancel any month
Prices excl. VAT
All prices and stepsQuestions about this use case.
Does the automation calculate the wages?
No. The automation adds up hours and allowances by the rules you supply and prepares them. The wage calculation stays in your payroll software or with your payroll office.
Our drivers write their hours by hand. Can that be read?
Often, not always. We test that in the pilot with real timesheets. Whatever cannot be read with certainty stays open for your admin team.
How do you handle our drivers' data?
It is personal data; it stays in your own systems. First we agree which data is needed and who may see it. If you have a works council, you involve it beforehand.
More use cases.
Sick call by message to Your roster
Stop ringing round when someone calls in sick.
Proposed cover; your team lead chooses, the colleague confirms.
Multiple locations Logistics
Email from your customer to Your TMS
Stop retyping transport orders.
Prepared in your planning software (TMS). Your planner decides.
Logistics
CMR: the consignment note. TMS: the software you plan your trips in.
Step 0 · free
Show us your process.
- We call or emailTo schedule a time
- You show us30 minutes online
- You get a summaryOne page
Free, no obligation
Prefer to email directly? [email protected]