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Integrated Timesheet Management System

A professional services organisation managing multiple clients and concurrent projects was operating its entire time tracking and approval process through a patchwork of spreadsheets, email chains, and manual data entry. Employees logged hours inconsistently across disconnected tools, expense claims were submitted via email with no standardized format, and timesheet approvals required multiple rounds of manual follow-up with clients — creating significant administrative overhead, frequent data reconciliation errors, and approval cycle delays that stretched days into weeks. With no real-time visibility into workforce utilization, project costs, or resource allocation, operations and finance teams were making critical decisions based on stale, unreliable data.
We designed and delivered a fully integrated Microsoft Power Platform timesheet management system — consolidating employee time tracking, expense logging, absence management, and multi-client approval workflows into a single, unified digital platform. The solution comprises a Power Apps Canvas app for employee self-service time and expense submission, and a Model-Driven admin portal giving internal teams structured, role-based control over clients, projects, and employee records. Power Automate drives the complete approval lifecycle — from timesheet submission and automated client notifications to real-time approval responses and escalation workflows. Microsoft Dataverse serves as the secure, centralized data backbone, ensuring consistent, auditable, and organizationally visible records across every client, project, and employee.
Employee App
Power Apps Canvas (Time & Expense UI)
Admin Portal
Power Apps Model-Driven App
Automation
Power Automate (Approval Workflows)
Data Platform
Microsoft Dataverse (Central Records)

The Challenge

  • Fragmented systems — time, expenses & approvals split across disconnected tools.
  • Manual processes — report compilation & client chasing caused high admin overhead.
  • No real-time visibility — workforce, project costs & resource data unavailable.
  • Inconsistent data entry — errors & reconciliation issues across clients and projects.
  • No centralized platform — users, admin & clients siloed, no single source of truth.
  • Slow approval cycles — multi-client timesheet sign-off delayed by manual follow-up.

Our Solution

  • Canvas App (Employee) : Log hours, expenses & absences — self-service, mobile-first, zero friction.
  • Model-Driven Admin Portal : Role-based control — clients, projects & employees in one interface.
  • Power Automate Approvals : Auto submission, notifications & escalations — zero manual chasing.
  • Real-Time Dashboard : Live utilization & project costs — decisions on accurate, current data.
  • Dataverse Data Layer : Centralized, auditable records — consistent across every client & project.
  • Scalable Architecture : Built for billing, invoicing & advanced reporting from day one.

Business Impact

  • 60%+ reduction in processing time
  • Faster client approval response rates
  • Employee self-service — HR dependency cut
  • Role-based admin tools reduce overhead
  • Consistent, auditable data across all projects
  • Scalable foundation for billing & invoicing

Client Testimonial

We went from chasing timesheets via email every week to having approvals happen automatically. The admin portal gives our team full control, employees love the app, and we finally have accurate data to manage project costs in real time. – Director of Operations & Client Delivery

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Artesian is a strategic consultancy founded in 2012, combining creative design thinking with agile software development. We build impactful digital products and platforms for startups and enterprises worldwide, delivering award-winning solutions through a unified, expert approach.
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