Each week, Jetway’s team had to manually compare employee payroll hours with billed hours to clients. On paper, it sounds straightforward, but the reality was far from it.
It wasn’t as simple as running a report. Between training sessions that weren’t billed, managers covering shifts but not getting paid, and the need to filter out placeholder entries, reconciling the two reports was a manual puzzle that often took more than 12 hours a week to solve.
They were managing this entire process by hand: exporting reports, cross-referencing names, scanning for discrepancies, subtracting manager hours, adding in training time, and then rewriting the totals using formulas created on paper. Each weekly cycle became a full-day task just for one department.
The Situation Before
The process involved exporting billing and payroll reports from their scheduling system, scanning them for mismatches, and making adjustments using a custom formula developed over time. It required checking for a lot of things but the main ones were:
- Manager hours that were billed but not paid
- Training hours that were paid but not billed
- A final comparison of totals to catch any remaining gaps
All of this was done manually—using spreadsheets, calculators, and handwritten notes.
The Automation We Built
To simplify this weekly task, we designed an automation that could replicate their manual checks while adding consistency and speed.
Here’s how the new process works:
Upload – Jetway’s team submits their weekly files through an online form.
File Routing – The uploads are stored in SharePoint automatically.
Processing – Once all necessary files are in place, an Azure Function kicks off. It:
- Reads the files
- Filters out manager hours based on a reference list (that can be edited any time by Jetway without any complication)
- Adjusts for training discrepancies
- Calculates the difference between payroll and billing
- Generates two clean CSVs and a Word summary report
Delivery – An email is sent with all the final documents attached, ready for review.
The Impact
What once took more than a full day of work now happens in under five minutes after submission. The manual checks are gone, and the team receives everything they need, already calculated and formatted.
The process also leaves less room for human error and ensures the same logic is applied consistently, week after week.
A Practical Win
Jetway’s case is a good example of how small, repetitive processes (especially those involving spreadsheets and file handling) can quietly take up significant time.
With a little structure and the right tools, it’s possible to hand off that work to automation without overcomplicating the process.
If your team is spending hours on similar tasks each week, we’d be happy to explore ways to simplify them. Fill out the form at the end of this blog or schedule a quick consultation to start the conversation.
