Time vs Leave/PTO Reconciler
Build an internal tool that cross-checks logged time against the approved leave and holiday calendar, flags every conflict, and makes an admin review and approve each correction before anything is exported to payroll.
A login-protected tool that imports time and leave, matches them by person and date, lists every conflict, lets an admin resolve and approve each one with a required note, and exports corrected records as a clean CSV for payroll.
Before you start
- A free Supabase account
- A free Vercel account
- A free Resend account (for conflict-summary emails)
- Your approved time entries as a CSV/Google Sheet
- Your approved leave + holiday calendar as a CSV/Google Sheet
The problem this kills
Every pay period someone has to answer an annoying question: do the hours people logged actually agree with the leave they took? Somebody books a full week of vacation, then a timesheet shows 40 hours that week. Someone works a statutory holiday and nobody noted it. A half-day of PTO sits next to a full eight hours of logged time. These conflicts are quiet, easy to miss, and expensive - they turn into overpayments, clawbacks, grumpy employees, and audit findings.
Today you probably catch them by eyeballing two spreadsheets side by side, or you don't catch them at all until payroll has already run. It's slow, it's error-prone, and there's no record of why you decided what you decided.
What you'll build
A small, private web app that does the boring cross-check for you and forces a human decision before anything ships to payroll:
- Import your approved time entries and your approved leave/holiday calendar (from a CSV or Google Sheet - no integration required).
- Match them by person and date and surface every conflict: hours logged on a PTO day, a full week logged while on approved leave, a holiday worked with no note, time on a partial-leave day that exceeds the remaining hours.
- A conflict worklist where an admin reviews each flag and chooses the fix - adjust the time, or accept it with a written reason.
- A required note on every resolution, so the "why" is never lost.
- A clean CSV export of the corrected records, in exactly the columns your payroll system expects.
What's inside the Implementation Plan
A complete, paste-and-go runbook written for a non-coder. It starts by interviewing you about your business - your current process, the systems and spreadsheets you use, how your people and dates are named, your real leave types and approval rules, your peak volumes, and your messy edge cases - and then tailors the data model, the conflict rules, and every build step to your answers. This is not a generic template; the very first thing your AI agent does is reflect back a short spec and get your thumbs-up before it builds anything.
From there it walks you through standing up the database, the import screens, the matching engine, the review-and-approve worklist, and the CSV export - each step ending with a ready-to-paste prompt.
The governance it includes (this is the point)
- Login so only your team can open the tool.
- Row-level security so each organization only ever sees its own data.
- A complete audit trail - who imported what, who resolved each conflict, what they decided, and when.
- A hard human-in-the-loop approval gate - the tool drafts the corrections, but nothing is exported until an admin reviews and approves each one with a note.
- Duplicate guards keyed on person + date so the same entry can't be reconciled twice.
Who it's for
Payroll administrators, resource managers, and HR/ops partners who own the "do the hours match the leave?" check every pay period and want it to be fast, defensible, and documented - without waiting on IT or buying another platform.
You've got this - paste the first prompt and let the agent interview you.