Automated Zoho Projects Timesheet Chase
Every Monday, WebRun opens Zoho Projects, reads last week's timesheets, finds people with days missing and billable hours still sitting unapproved, records the gaps per person and per project in Airtable, and opens a Trello card for each chase so the invoice goes out complete.
How do I check last week's timesheets before invoicing?
Every Monday WebRun opens Zoho Projects, reads last week's timesheets, and finds the people with days missing and the billable hours still waiting on approval. It records the gaps by person and project in Airtable and opens a Trello card for each chase, so the invoice goes out complete rather than short.
- Missing days are found on Monday, not on invoice day
- Pending billable value is shown per project
- Nobody's time is logged or approved on their behalf
Built for project managers · agency operations · consultancies · finance teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
projects.zoho.comin a real browser with your saved login - no setup, no API keys. -
1
Zoho Projects - read last week's timesheets
projects.zoho.com
WebRun opens Zoho Projects to read last week's timesheets. - Open Zoho Projects and go to timesheets for last week
- List each user and the hours they logged per working day
- Flag days with no time logged at all against a user expected to log
- Read the approval status on every billable time log
- Note the project and task behind each unapproved billable entry
- Approve nothing and log nothing. WebRun reads the timesheets and leaves approvals to the manager
Done when Every missing day and every unapproved billable hour from last week is identified.
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2
Airtable - record gaps by person and project
airtable.com
WebRun opens Airtable to record gaps by person and project. - Write one row per person with days logged, days missing, and total hours
- Write one row per project with billable hours approved and still pending
- Compare against the previous week so a repeat offender is visible
- Keep a running figure of billable value waiting on approval
Done when Airtable shows last week's gaps by person and the pending billable value by project.
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3
Trello - card each chase
trello.com
WebRun opens Trello to card each chase. - Open a card per person with a timesheet gap, naming the missing days
- Open a card per manager sitting on unapproved billable hours, with the project and value
- Put the invoicing date on each card so the urgency is visible
- Close cards from previous weeks once the hours are logged and approved
Done when Every gap and every pending approval has a card with an owner and a date.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it approve timesheets or log hours for anyone?
No. WebRun reads the timesheets and opens Trello cards for review. Logging time and approving a billable entry both stay with the person and the manager who own them.
How does it know someone was meant to log time?
It compares logged days against the working pattern you set for each user, so someone on leave or working part time is not chased for a day they were never expected to fill.
Does it message the people who are behind?
No. The chase cards go to an internal Trello board with the person named. Whether and how you nudge them stays your call, so nobody gets an automated message about their own hours.
Related templates
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