AI, automation and custom software for HR and payroll teams: hours, eligibility and pay on one record you can prove
Hours come from one system, rates from another, and somebody stitches them together before every run. A licence lapses on Thursday and gets spotted the week after. We build the layer that closes those gaps, into ADP, Gusto, your HRIS, your timekeeping system or whatever you run.
What changes for your team
3 things that decide this
- 01Scheduling, eligibility and pay stop drifting apart. When hours live in one system and rates in another, somebody reconciles them by hand every cycle, and the break gets found after payday. We put them on one record and reconcile each run before the money moves.
- 02A dashboard tells you. A gate stops you. Shift Link checks documents, expiry dates and right to work before a shift ever reaches the roster, and Shift Link reports 70% less manual compliance verification as a result.
- 03Money is handled as money. Pay runs on integer minor units or fixed-precision decimals rather than floats, corrections post as new entries instead of edits, and every automated touch is logged, so an employee question has an answer you can show them.
Eight places an HR and payroll week leaks time, in your words
These are the eight areas our audits keep finding, in the words an HR director uses rather than the words software gets sold in. Each one links to the page that owns it.
Hours and rates live in different systems
Somebody exports the timekeeping data, pastes it beside the rates, and fixes what looks wrong. It works until a rate changes mid-period or a shift crosses a cutoff, and then an employee spots the error before you do. We build one input record, so pay is a calculation rather than an export somebody massages.
Payroll automation →
You reconcile after payday instead of before it
A break found in week two hides inside thirty days of transactions by the time anyone looks. We move the check to every run, matching the ledger against the bank file before funds leave the account, so a five-minute fix replaces a correction check and an employee who now doubts the system.
Payroll automation →
Compliance is a spreadsheet somebody updates on Mondays
Right to work, credentials and expiry dates sit in a sheet, and margin leaks in the gap those checks miss. Shift Link puts the check before the booking, so somebody who is not cleared never appears in the bookable list, and Shift Link reports 70% less manual compliance verification.
Workforce compliance →
Overtime rules get hardcoded and then a second state arrives
Federal overtime, state daily rules and shift differentials interact, and a multiplier written into code works for one place and breaks in the next. We keep those rules as data your team can edit, so a new state or a rate change is a configuration update rather than a release.
Payroll automation →
Onboarding is a checklist in a shared drive
Contracts, ID documents, bank details, the equipment request and six system logins get tracked by somebody who is also doing four other jobs, and half of it stalls. We build the runbook that collects the documents, opens the accounts and flags what only a person can approve.
Document intake automation for firms →
Meetings end and nothing becomes work
Your recorder writes the summary already, and a summary still needs somebody to read it and act. We build the part after that: one owner per action, decided by your rules rather than guessed from the transcript, landing in the tracker your team already opens.
Meeting automation →
Your HRIS and your payroll each know half the answer
Headcount sits in one, cost sits in the other, and timekeeping sits in a third, so a question about cost per head becomes a project. We build the layer between them, to the depth your account allows, which we confirm during the audit, and where an API stops your staff accept a filled record with one click.
Custom software for firms →
Engagement is a survey once a year
You find out people are leaving from an exit interview. ExtraaJe is the engagement platform we built for this shape of problem, scoring real shift data into rewards employees can see. We build the reporting and the feedback loop that runs weekly instead of annually.
Workflow automation for firms →
Three moments that decide your pay cycle, and what each one writes back
Here are three stations from the firms chain, the three an HR and payroll team feels hardest. Pick your system to see what gets written back. Your scheduling tool, your benefits carrier or whatever you run work the same way, to the depth their access allows.
Station 01 · The eligibility gate
- Today
- A licence expires on Thursday. Your spreadsheet gets updated on Monday. In between, a manager books that person for a shift, and you find out when a client asks for the paperwork.
- What we automate
- Documents get checked at source, and the expiry date drives status rather than a reminder email. Somebody who is not cleared never appears in the bookable list at all. Shift Link works exactly this way, and Shift Link reports 70% less manual compliance verification.
- What stays human
- A name mismatch or an odd visa condition goes to your HR lead with the file attached. Overrides exist, they need a name and a reason, they time out on their own, and they appear in the same audit view as everything else.
Writes to ADPEligibility status read against the worker record; ineligible workers blocked before hours reach a pay run.
Station 02 · The pay run
- Today
- Somebody exports the hours, checks them against a rates sheet, fixes what looks wrong, and runs payroll. A rate that changed mid-period or a shift that crossed a cutoff produces a number nobody catches until an employee asks about their check.
- What we automate
- Gross-to-net runs from stored rules on one input record. Overtime and differentials apply at the hour rather than in a formula copied across a sheet. Your ledger gets matched to the bank file before funds move, and every unmatched line carries an owner and an age.
- What stays human
- Your payroll manager approves the run, and disputed hours or unusual leave cases route to a person with the context attached rather than resolving themselves.
Writes to ADPHours, earnings codes and adjustments prepared for the run once your payroll manager approves them.
Station 03 · Monday's meeting to Tuesday's work
- Today
- Your recorder produces a summary. Somebody reads it, or means to. Three actions get remembered, two get forgotten, and by Thursday nobody can say who owned the one that mattered.
- What we automate
- A model pulls the real commitments out of the transcript, your rules decide the owner, and each action lands in the tracker your team already opens, with a due date and a link back to the meeting. A scheduled job chases what is overdue.
- What stays human
- Your manager owns the priorities and edits anything the extraction got wrong. An unroutable action goes to a named fallback rather than disappearing.
Writes to ADPNothing written here; this station lives in your tracker rather than your payroll system.
Your payroll manager approves every run and your HR lead signs off every exception. Software prepares, checks and logs, and it hands the call to a person.
Keep your system. ADP, Gusto, your HRIS and your timekeeping tool stay where they are, and we build around them.
Your payroll provider carries statutory filing and tax remittance that took years to get right, and your HRIS holds the employment records behind it. Replacing either one moves the seams rather than closing them. So we don't suggest it. ADP, Gusto, your HRIS, your timekeeping tool or whatever you run stays the record, and we build the operational layer above it: who can legally work tomorrow, on which site, at what rate, with the evidence attached.
Access is the part worth being exact about. Each of these systems gates the joins in its own way, some by plan and some through a partner scheme, so we confirm what your account allows during the audit rather than promising it on a call. Where an API is open we read and write straight to it. Where it stops, your staff accept a filled record with one click instead of typing it twice.
One rule shapes the whole build. Money is handled as money: integer minor units or fixed-precision decimals, never floats, because binary floating point cannot hold 0.10 exactly and a pay run touches thousands of values. Corrections post as new entries pointing at the original, so the record an audit or a dispute needs is still there a year later.
- 01Your payroll provider keeps filing and remittance. We feed it clean, reconciled data.
- 02Your HRIS keeps the employment record. We write status back where your plan allows it.
- 03Where the API stops, a reviewed queue takes the place of typing, and nothing gets guessed.
The professional signs, the model reads but never does the arithmetic, and the compliance gate blocks. We write that down first.
A firm's work is a regulated act: the CPA signs the return, the producer binds the policy, the adjuster determines the claim, the recruiter decides the placement, and the regulator expects to see how a model was used and governed. So every build starts with a one-page map of what the software reads, what it proposes, and where a professional signs.
What follows is simple to state, and we put it in writing. Documents are read and extracted by the model; numbers are computed by code and reviewed by a person. Compliance checks are gates that stop the next step, not dashboards that mention it later. Client data is scoped to the engagement, never firm-wide, with written no-training terms you can produce. And every automated touch is logged so a reviewer, an auditor or a regulator can read what happened, and when.
- 01Returns, binds, determinations and placements signed by the professional; the software prepares.
- 02Extraction by the model, arithmetic by code, review by a person; compliance gates that block.
- 03Eligibility checks that gate a booking rather than report on it, with every override named, reasoned and time-boxed.
“They will treat your vision like their own and build it that way.”
Ron Klabunde · Founder, SmartREI ↗
“I am extremely happy with the results and would highly recommend Hashlogics to anyone.”
Daniel Khin · CEO, PremiumAudit.io
Some of the systems we have shipped
- AuditFree. We read one pay cycle end to end, count the manual touches between your timekeeping and your payroll, and look at which compliance checks live in a spreadsheet today.
- DiagnoseWe map the path into your practice, agency or ATS system and accounting, and sit with the people who do the intake and the close for an afternoon.
- BuildFixed price from the diagnostic. Tested on your real documents, quotes and placements, under NDA.
- RunMonitoring, a named engineer, and the first two months of maintenance free.
Best fit: a firm with ten or more staff, a system you've outgrown in places, and a recurring process you can feel at month end or renewal season. Not a fit yet: a solo practitioner who needs a practice-management app, and we'll say so. You can stop after any stage; the audit note is yours either way.
Before you book
01Does this replace ADP, Gusto or our HRIS?+
No, and we'd usually tell you not to try. Your provider carries statutory filing and tax remittance that took years to get right, and your HRIS holds the employment record. We build the operational layer above them: eligibility that gates a booking, hours and rates on one record, reconciliation before the money moves, and the reporting neither was built to assemble. Your team keeps working in the screens they know.
02Why is a gate better than an alert?+
An alert reports something that already happened, and it depends on somebody acting during a busy shift. A gate removes the option. On Shift Link an ineligible worker never appears in the list a manager can book from, so there is no decision left to get wrong, and Shift Link reports 70% less manual compliance verification. Your check moved from after the booking to before it.
03Can payroll calculations be fully automated?+
Gross-to-net and standard overtime rules can be, once they run on stored rules rather than a formula somebody copies across a sheet each period. Disputed hours and unusual leave cases still need a person with the context, so we route those rather than resolving them quietly. Your payroll manager approves every run before money moves, which is the point at which a mistake is still cheap.
04What happens to a correction after a run is processed?+
It posts as a new entry pointing at the original, never as an edit. Old numbers stay visible, and anyone asking about that pay period a year later can see what changed and why. Editing a processed run destroys exactly the record an audit or a dispute needs, which is why we build it the other way round even when the edit would be quicker.
05We run in several states. Does that break the overtime logic?+
Only if the rules live in code, which is why we keep them as data. Federal overtime, state daily rules and shift differentials interact, and hardcoding a multiplier works for one place and breaks in the next. Kept as configuration, a new state or a rate change is an update your team makes rather than a release you wait for.
06What does the free Firm Operations Audit look at?+
One pay cycle end to end, with every manual touch between timekeeping and payroll counted. Which compliance checks live in a spreadsheet today and what a gate would remove. Where hours and rates drift apart, and how often that produces a correction. You walk away with a one-page map of the hours your team can hand to software, and it's yours whoever builds it.
A senior engineer, not a sales rep
Abdul Basit founded Hashlogics in 2017, and the team runs from Lahore with a US LLC. Clients rate the work 5.0 on Clutch, and in 2026 it was named Best AI-Native Software House of the Year at TechNova. PremiumAudit.io, the AI premium-audit automation platform, IRS Escape Plan, the AI tax-strategy platform, and Shift Link, the workforce-compliance platform, are three of the systems we built and can show you.
Your audit call is with an engineer who has read client document queues, quote logs and compliance spreadsheets like yours. Bring last month's numbers if you have them, and we'll work from those.
- NDA before the first conversation.
- No pitch on the call. A note you could hand to another firm.
- Fixed price after the diagnostic, so the number isn't a guess.
Go deeper
- AI, automation and custom software for firms →The whole chain, for accounting, insurance, staffing and HR.
- Payroll automation →Gross-to-net that survives an audit, reconciled before payday.
- Workforce compliance →The gate that blocks a booking rather than reporting it.
- Meeting automation →One owner per action, in the tracker your team already opens.
- Workflow automation for firms →Onboarding, the recurring chase and the work that repeats.
- Custom software for firms →Portals, dashboards and the integration layer your stack won't build.
- Document intake automation for firms →Contracts, ID documents and credentials collected and filed.
