CoWorx Staffing Automates Payroll Processing and Reduces Data Consumption Time by 95% with Docspire
Reduction in Processing Time
vs. 4 Hours spent on Data integration processes
Elimination of Manual Entry
Background
CoWorx Staffing, established in 1974, is a well-known recruitment agency with over 90 locations across the U.S. It connects workers with employers in areas like accounting, customer service, administration, manufacturing, packaging, and warehouse roles.
CoWorx Staffing receives worker timesheets from clients in various formats like PDF, CSV, or Excel, sent via email or FTP. Although the formats vary, the core data remains the same: worker timesheets. This data must be extracted, uploaded to a SQL database, and used for payroll processing, calculating wages based on weekly work hours.
Use Case (Challenges & Impact)
Worker timesheet data arrived in multiple formats and required extraction for payroll processing, creating significant manual workload and error risks.
- Format standardization requirements: CoWorx required clients to format their data a certain way. If clients couldn’t do this, staff had to manually enter timesheet data, a time-consuming process prone to errors.
- High-volume manual entry: Some files had hundreds of pages with 200-300 workers per document, making the task even more challenging and requiring several hours per file.
- Quality control burden: Staff had to double-check all manually entered data before final payroll processing to verify information accuracy.
- Multiple data sources: Files arrived via email or FTP in various formats (PDF, CSV, Excel), each requiring different handling approaches.
- Processing bottlenecks: The manual data entry process created significant delays in payroll processing and limited the company’s ability to scale operations efficiently.
“Before Docspire, we had to ask clients to format their data into a specific format, if they were unable to do this, we would have to hand key the information.”
– Robert Jobkar, Vice President of Technology at CoWorx Staffing
Business Impact
The manual process created operational inefficiencies that affected both employee satisfaction and client relationships. The goal was to automate data entry and movement for faster, error-free payroll processing that could scale with the company’s growth.
Enter Docspire
CoWorx Staffing selected Docspire for its ability to seamlessly extract data from PDFs and automate the entire data integration process:
- Automated PDF Data Extraction: Docspire’s PDF mapping tool with field auto-mapping was a game-changer, eliminating the need for manual data mapping and extraction from complex timesheet documents.
- End-to-End Workflow Automation: Docspire manages the entire process from extraction to SQL integration without user intervention, simplifying the flow from receiving files to populating SQL tables and generating payroll import files.
- Multi-Source Connectivity: An array of connectors allows CoWorx to connect to a multitude of data sources, enabling them to map any incoming file to a destination format that their systems consume in an automated fashion.
- Intelligent Pre-Audit Capabilities: Docspire’s intelligent algorithms identify missing details in pre-audit reports, allowing CoWorx to resolve timesheet issues before payroll processing, ensuring accurate payments.
- Data Consolidation: Docspire consolidates data from back-office and payroll systems for efficient in-house reporting, resulting in limitless reporting capabilities.
- No-Code Interface: The drag-and-drop interface makes job creation and queries faster and more efficient, replacing previous complex tools with a more user-friendly solution.
“Our two most favorite components are the PDF mapping tool, and the array of connectors. This allows us to connect to a multitude of data sources resulting in limitless reporting capabilities. By using Docspire, we can map any incoming file to a destination format that our systems will consume in an automated fashion.”
– Robert Jobkar, Vice President of Technology at CoWorx Staffing
Results and Business Impact
The transformation delivered dramatic operational improvements:
- 95% reduction in processing time: Tasks that once took 4 hours are now completed in just 10 minutes, transforming CoWorx’s payroll operations.
- Elimination of manual data entry: A PDF with 200-300 workers that required several hours of hand-keying and proofing is now processed automatically without manual verification.
- Improved accuracy: Automated extraction eliminates transcription errors and the system doesn’t require manual proofing, ensuring data accuracy.
- Pre-payroll error detection: Intelligent algorithms catch missing details before processing, preventing payment errors and reducing downstream corrections.
- Enhanced reporting capabilities: Data consolidation from multiple systems enables more comprehensive and efficient in-house reporting.
- Scalable operations: Automation allows CoWorx to handle growing volumes without proportionally increasing staff or processing time.
“Let’s say we had a PDF with about 200-300 people on it, we are talking about several hours that a user will spend hand keying the data in and then proofing that to verify the information accuracy. As opposed to that, we now have a system that pulling the data off automatically, and you don’t necessarily have to worry about proofing it. In short, if the whole process took 4 hours before, it now just takes 10 minutes to complete.”
– Robert Jobkar, Vice President of Technology at CoWorx Staffing
The business impact extends beyond time savings. CoWorx has continuously discovered new ways to leverage Docspire for process automation, with ongoing optimization helping them find additional efficiencies. The responsive support team has been instrumental in helping them maximize the product’s potential for better data processing efficiency.
“Docspire has impacted our business in a very positive way. We’ve been using the product for a year, and still have a lot to learn, but we are always thinking of new ways that Docspire can help automate processes for us.”
– Robert Jobkar, Vice President of Technology at CoWorx Staffing
Profile
CoWorx Staffing, established in 1974, connects workers to employers across 90+ U.S. locations in accounting, customer service, administration, manufacturing, packaging, and warehouse roles.
Industry
Staffing and Recruiting
Use Case
CoWorx Staffing receives worker timesheets in various formats (PDF, CSV, Excel) from clients. Manual data entry for payroll processing was time-consuming and error-prone, with some files taking 4 hours to process and requiring double-checking before final payroll.
Results
With Docspire, CoWorx Staffing automated end-to-end payroll processing from extraction to SQL integration, reducing processing time by 95%, from 4 hours down to just 10 minutes, while eliminating manual data entry and improving accuracy.
Transform Hours of Payroll Processing Into Minutes
Automate timesheet extraction and payroll data processing with 95% faster workflows. No manual entry, no formatting requirements.