Labor & timesheet reconciliation
Every employee, every day, billed hours against signed hours.
Labor is usually the biggest line on a T&M invoice and the hardest to check. Overtrace builds a roster for every day from the signed T&M, the sign-in sheets & the manpower report, matches each billed employee-day to it — misspelled names and all — and shows you exactly where the hours don’t agree.
The problem
Three records of the same day, and none of them match.
Names that won’t reconcile.
Middle names, nicknames, reversed order, handwriting. Is “J. Ortega” on the sign-in the “Ortega, Jonathan” on the invoice? Somebody has to decide, hundreds of times.
Hours copied twice.
Crews fill in their own field sheet, then re-key it onto yours. Every copy is a chance for 9 to become 10.
Titles that drift upward.
A laborer on the sign-in becomes a foreman on the invoice — at the foreman’s rate.
The solution
A reconciliation for every employee-day, with the evidence beside it.
One roster per day
Overtrace assembles who was on site each day from every field record in the package, then checks the billing against it.
Fuzzy name matching
Near-matches are matched — reversed, abbreviated or misspelled — and anyone billed who appears on no field record is flagged.
Hours, sign-in times & daily subtotals
Billed hours above the signed T&M, sign-in times that don’t support the hours, and daily totals above the signed subtotal.
Classification checks
Each billed classification is compared with the trade recorded in the field, so upgrades show up with the rate difference attached.
A workbook row for every employee-day
The Excel export reconciles each employee-day — billed vs. signed — so your team, and the trade, can see the arithmetic.
Questions
Common questions.
How does Overtrace match names across sign-in sheets and invoices?
It builds a daily roster from every field record and matches billed names to it, tolerating misspellings, reversed order, initials and nicknames. You can also record aliases for a contractor’s crew, and every match is visible so a person can overrule it.
Which record wins when the timesheets disagree?
You decide. By default the field-signed T&M is the golden standard, then the client’s T&M form, then sign-in sheets — and you can change the order with a plain-English rule.
Can it read handwritten timesheets and scanned receipts?
Yes. Typed billing sheets are parsed directly; scanned pages, handwritten sign-in sheets and photographed receipts are read by AI vision. Names are matched even when they’re misspelled, reversed or abbreviated. Any finding that depends on handwriting is marked medium confidence, and hard-to-read pages are listed so a person can look.
How do I know a finding is right?
Every finding shows the line that was billed next to the record that contradicts it, with the deciding number boxed on the page image — for example, billing detail p.144 checked against the signed T&M on p.51 — and names the rule that flagged it. Code does the matching and the math, so the same package always produces the same findings, and your decisions show which rules to trust, tune or automate.
Get started
Bring us your worst package.
See Overtrace audit a real T&M billing package in a 30-minute demo. Then prove it on your next two invoices in a 60-day pilot.