Automating Payroll Reconciliation for Pool Contractor

The Challenge

Mid-American Gunite Pools manages 10+ active job sites daily, with field crews clocking in and out throughout the day using WorkYard. This time and geolocation data needed to flow into QuickBooks for job costing and Paylocity for payroll processing. The problem: approximately 50% of daily clock-ins weren't automatically associating to the correct projects. This meant a project manager had to manually reconcile spreadsheet exports from all three systems every payroll cycle—spending over two hours each week matching timestamps to job sites, verifying geolocation data, and ensuring labor burdens were tied to the correct projects. The manual process was error-prone, time-consuming, and unsustainable as the company grew.

Our Solution

Salyers AI designed and built a comprehensive automated workflow system that integrates WorkYard, QuickBooks, and Paylocity: Intelligent Customer Matching – Automated algorithm matches WorkYard customers to existing QuickBooks records, flagging only non-matches for review Geolocation Verification – System automatically validates that employee clock-in locations align with assigned job sites Exception-Based Workflow – Instead of manually reviewing all entries, the automation surfaces only the mismatches that need human attention Paylocity Data Feed – Verified time data flows directly to payroll with proper job cost allocation Real-Time Dashboard – Monitoring portal provides visibility into daily clock-ins, matching status, and system health

Technologies