Turning an All-Day Payroll Reconciliation Into Exception Review

Advanced Framing Construction | Greenville, TX

Team: ~70 field | 20+ office
Systems: QuickBooks → NetSuite | Fieldwire | Mitre

How We Connected Field Time to Payroll So the Controller Could Stop Manually Matching 50+ Employees

A large framing contractor had more than 50 field employees working across 20–30 active construction projects.

Operators, foremen and quality-control employees recorded their time in Fieldwire, while payroll information was maintained separately in Mitre.

Every Wednesday, the Controller had to make sure the two systems agreed.

The Problem

The Controller was spending much of the day manually reviewing individual projects in Fieldwire and comparing employee hours and project assignments to the payroll records in Mitre.

With more than 50 employees moving among 20–30 projects, there were hundreds of pieces of information to compare.

Most of them were right.

But the Controller still had to look at all of them to find the few that weren't.

That's expensive time for a Controller to spend manually matching information between two systems.

What We Built

We created a dashboard that brought the information from Fieldwire and Mitre together in one place.

The system matches employees, hours and projects between the field-time records and payroll data, then flags the differences that need attention.

Instead of asking the Controller to prove that hundreds of records were correct, the system identifies the exceptions that may be wrong.

The Result

The new process:

• Saved hours of the Controller's time every Wednesday

• Eliminated much of the manual project-by-project comparison

• Helped identify differences between field time and payroll records

• Reduced the risk of payroll or job-costing errors being overlooked

• Gave the Controller more time for higher-value accounting and financial work

• Created a repeatable control across 50+ employees and 20–30 active projects

The Controller still owns the review.

He just doesn't have to spend his day looking for the problem. The system tells him where to look.

Connect the Data. Review the Exceptions.

Growing trades companies often don't need another report.

They need the systems they already use to talk to each other.

When information can be matched automatically, experienced accounting people can spend their time investigating the exceptions instead of manually proving that everything else agrees.

Clean the books. Connect the data. Put the information where the owner can use it.