Service
Employee portal, timesheets and work tracking
Staff record their working hours and completed work from a phone or computer, and the head sees the timesheet, reports by person and department, and the data for calculating pay. Everyone sees only what their role allows.
Who it is for
- The timesheet is kept on paper or in Excel, and at the end of the month it is checked against messages and memory.
- Staff work on the road or at different sites, and the head cannot see what was done during the day.
- Payroll needs hours and volumes of work, and they have to be gathered from several sources.
- Different people need different access: a site manager sees their own team, accounting sees the monthly totals.
What is included
- A personal login for every employee to their own hours, work and timesheet
- Timesheet rights: who enters records, who corrects them, who approves and closes the month
- Start and end of the working day, absences and overtime
- Completed work: tasks, sites, volumes, comments and photos
- A monthly timesheet reviewed and approved by the head
- Reports by employee and department, payroll data in Excel
- A change log showing who corrected a record and when
- Data entry from a phone right on site
Billed separately
- A Telegram bot for check-ins and staff reminders
- Calculating amounts due using your formulas
- Sending data to your other services via an API
- Moving employees and past timesheets from spreadsheets
- The server, rented in your name and paid by you
Price and timing
Estimated timing
6–10 weeks
What affects the price
- The number of roles and departments
- What is tracked: only time, or also work, sites and materials
- Timesheet rules: shifts, schedules, overtime
- Which reports the head and accounting need
- Whether check-ins should go through a Telegram bot
| Service | Price |
|---|---|
| Employee portalRoles, time and work tracking, reports for managers. | from 4,500 BYN≈ $1,500 |
How we work
Discussion: how time and work are tracked now, who checks them and who gets the totals
Roles, input forms and the timesheet layout for approval
Development in stages and a trial run in one department
Launch for all staff, instructions and training for managers
Example
A demo on fictional data and a real project from my portfolio with a similar task.
Demo
CRM and user portals
I show how a small CRM is organised using a fictional appliance repair service: requests, statuses, technicians, timesheets, and client and employee portals.
Open the demoFlagship case
Fleet management system: from a Telegram bot to an ERP
- Task
- A company with its own vehicle fleet needed shift check-ins, the daily plan, fuel accounting and vehicle maintenance in one system.
- Solution
- Started with a Telegram bot for START and FINISH check-ins and grew it into two services: the management system (bot and web admin) and a driver portal. Integrated with two GPS telematics systems and fuel cards.
- Result
- The system runs every day in a real company and keeps growing: about 620 commits since January 2026.
- FastAPI
- python-telegram-bot
- PostgreSQL
- SQLAlchemy 2
- Alembic
- Docker
FAQ
How much does an employee portal cost?
From 4,500 BYN for a portal with roles, time and work tracking, a timesheet and reports for the head. The price goes up with the number of roles, timesheet rules and reports. I give an exact price once we have discussed the task.
How are access rights set up?
Through the interface: the administrator creates roles and ticks which sections and actions they can use. A dynamic roles system like this, configured through the interface, runs in my main project, a system for a company with its own vehicle fleet.
Can the system calculate pay?
The system collects the data for it: hours, shifts, completed work. That is how payroll statistics work in my main project, where they are used to calculate drivers' pay. If you need amounts calculated by your own formulas, that can be added as a separate stage.
Who checks the timesheet before the month is closed?
The head: they see their team's records, correct them or send them back for clarification, and approve the timesheet. Once approved, the records are locked, and every correction stays in the log.
How is the portal different from a bot for staff?
A bot suits short actions: checking in, sending a photo, getting a reminder. The portal is better for entering detailed data and viewing the timesheet and reports. The two can be combined: check-ins go through the bot, tracking and reports through the portal. A bot for staff starts from 1,800 BYN.
How long does development take?
The estimate is 6–10 weeks. Before the company-wide launch the portal is trialled in one department, so the forms and timesheet rules are fixed on real data.
Contact
Tell me about your task — I'll reply with possible solutions. Or message me directly in the messenger you prefer.
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