Case study · Fire & Security
Volt Secure: Timesheet Verification & Payroll Workflow
Engineer timesheets were costing a full Monday morning every week and triggering payroll disputes. We built a verification workflow that finalises the week automatically.
Overview
Volt Secure runs a team of field engineers across multiple sites every week. Timesheets, mileage and expenses are the backbone of both payroll and customer billing, and they were costing the business more than they should have.
The operational problem
Engineers were submitting timesheets manually, often days late, with mileage, expenses and site visits captured across paper notes, photos and verbal handovers. The office team was reconstructing every week before payroll.
Disputes between engineers and office over hours, sites and expenses were eating Monday mornings. An estimated 5 to 8 percent of billable engineer hours were going unrecorded or under-recorded with no audit trail to challenge or correct it.
What Calon AI built
Calon AI built a per-site clock-in and clock-out workflow with a verification layer running against the existing RAM data. Verification acts as a confidence signal rather than a gate. Engineers are never blocked from being paid, but every record is independently checkable.
Mileage is calculated automatically from site visit data. Expenses are captured with photo upload and categorised at point of submission. A Sunday cron auto-finalises the week, producing three clean output values per engineer ready for Xero processing.
Results
- Payroll week reduced from a full Monday morning to a 30-minute review
- 4 to 6 hours per week of office admin time recovered
- Estimated 5 to 8 percent recovery on previously under-recorded billable hours
- Payroll disputes between engineers and office reduced by 90 percent or more
- Full audit trail per engineer, per site, per week, ready for accountant
“Monday mornings used to be a fight. Now payroll is a 30-minute review and the numbers actually match what happened on site. The engineers stopped arguing because the data is clear.”
Cai Llewellyn, Volt Secure