Enterprise time capture and expense management — unified, validated, payroll-ready
Phoenix Pulse™ eliminates the gap between workforce activity and payroll accuracy. Capture time from any source, process expenses with AI-powered automation, enforce policy in real time, and deliver validated data to any downstream system — without replacing what already works.
The problems we solve
Most enterprises don't have a time or expense problem — they have a data integrity, policy enforcement, and system fragmentation problem.
Fragmented time capture
Data scattered across badge readers, spreadsheets, mobile apps, and legacy systems — none of which talk to each other.
Policy violations caught too late
Overtime breaches, missing approvals, and compliance exceptions discovered after payroll has already run.
Manual expense reconciliation
Finance teams spending days matching receipts to reports, chasing approvals, and correcting currency conversions.
Audit exposure
No single evidentiary trail from time entry to payroll output — creating risk in every audit cycle.
Workforce Time Intelligence
Every second accounted for. Every policy enforced.
Time captured from mobile, badge readers, web, or API — normalized into a single validated model before it ever reaches payroll.
AI-powered anomaly detection flags suspicious entries before they become compliance events.
Core capabilities
Every capability is configurable per entity, jurisdiction, and business unit — no custom development required.
Mobile-First Time Entry
Native mobile time capture with GPS geofencing, offline mode, and biometric verification. Workers clock in from any location — data syncs automatically when connectivity resumes.
Expense Receipt Capture with OCR
Photograph receipts on any device. AI-powered OCR extracts vendor, amount, currency, tax, and category — auto-populating expense lines with 98%+ accuracy.
AI-Based Anomaly Detection
Machine learning models trained on your historical data flag unusual patterns — duplicate submissions, out-of-policy spend, suspicious time entries — before they reach approvers.
Real-Time Policy Validation
Every time entry and expense claim validated against your configurable rule engine at the moment of submission. No batch processing. No post-hoc corrections.
Multi-Level Approval Workflows
Configurable approval chains by entity, cost center, amount threshold, or exception type. Supports manager, finance, and compliance-level sign-off with delegation and escalation rules.
Union Rules & Complex Overtime
Purpose-built for unionized and regulated workforces. Handles CBA rules, shift differentials, split shifts, daily/weekly overtime pyramids, and jurisdictional overtime calculations.
Global Per Diem & Mileage
Country-specific per diem rates, mileage reimbursement rules, and meal allowance policies — updated automatically as regulations change. Supports GSA, HMRC, and 40+ country rate tables.
Multi-Currency & Multi-Language
Full multi-currency expense processing with real-time exchange rates. User interface available in 20+ languages with locale-specific date, time, and number formatting.
Audit Trail & Evidentiary Logs
Every entry, edit, approval, and exception is logged with user identity, timestamp, device, and location metadata. Complete evidentiary chain from submission to payroll output.
Payroll-Ready Outputs
Validated time and expense data automatically formatted and routed to any downstream payroll system — ADP, SAP, Workday, Oracle, UKG, or your in-house platform. No manual file preparation.
How it works
Five stages from workforce activity to payroll-ready output — fully automated, fully auditable.
Capture
Time entries via mobile, web, badge reader, or API. Expense receipts via photo capture with OCR. All sources normalized into a unified data model.
Validate
Every record evaluated against your policy engine in real time — overtime rules, spending limits, approval requirements, union provisions, and jurisdictional regulations.
Approve
Exceptions and out-of-policy items routed to the appropriate approver based on configurable workflows. Clean entries auto-approved per your rules.
Analyze
Real-time dashboards surface labor cost trends, overtime exposure, expense patterns, and compliance status across every entity and region.
Deliver
Validated, audit-ready data packaged and routed to your payroll and finance systems — formatted for each destination, reconciled before transmission.
Analytics & dashboards
Real-time operational visibility — not batch reports delivered after the close.
Labor Cost Analytics
Real-time cost-per-hour, cost-per-unit, and labor-to-revenue ratios by entity, department, or project.
Overtime Exposure
Daily and weekly overtime tracking with predictive alerts for threshold breaches before they occur.
Expense Pattern Analysis
Spend trends by category, geography, and policy compliance rate — with drill-down to individual transactions.
Exception Dashboard
Live view of all policy violations, pending approvals, and unresolved exceptions with aging and SLA tracking.
Approval Cycle Performance
Average approval time, bottleneck identification, and delegation utilization across the approval chain.
Payroll Readiness Score
Pre-close confidence metric showing the percentage of time and expense data validated, approved, and ready for payroll processing.
Compliance & controls
Built for enterprises that operate in regulated environments, across multiple jurisdictions, with unionized workforces.
- Configurable policy engine supporting 200+ rule types
- Jurisdictional overtime calculations (FLSA, EU Working Time Directive, country-specific)
- CBA and union rule enforcement with shift differential support
- SOX-compliant approval workflows with segregation of duties
- GDPR-compliant data handling with residency controls
- Complete audit trail with tamper-evident logging
- Automated regulatory rate updates (per diem, mileage, tax)
- Evidence pack generation for internal and external audit
Integrations
Phoenix connects to your existing ecosystem. No rip-and-replace. Pre-built connectors for 100+ systems — you need it, we've got it.
SAP SuccessFactors, Workday, Oracle HCM, UKG Pro, BambooHR, ADP Workforce Now
ADP GlobalView, SAP Payroll, Workday Payroll, UKG Ready, Ceridian Dayforce, CloudPay
SAP S/4HANA, Oracle Financials, NetSuite, Microsoft Dynamics 365, Sage Intacct
Kronos InTouch, ADP Time Kiosks, Honeywell terminals, biometric readers, badge systems
SAP Concur, Navan, Brex, Ramp, Expensify — or replace entirely with Phoenix
Enterprise FAQs
Does Phoenix replace our existing time & attendance system?
Not necessarily. Phoenix can overlay your existing systems, ingesting data from any source and applying unified policy validation. If you want to consolidate, Phoenix can serve as your primary time capture platform — but there is no rip-and-replace requirement.
How does Phoenix handle complex overtime rules across multiple jurisdictions?
The rules engine supports jurisdictional overtime calculations including FLSA, EU Working Time Directive, and country-specific regulations. Union CBAs, shift differentials, daily/weekly pyramids, and split-shift rules are all configurable per entity.
Can we use Phoenix for expense management without the time module?
Yes. Time and expense modules are independently deployable. Most clients start with one and expand based on operational needs.
What happens when an employee is offline?
The mobile app supports full offline time entry with GPS capture. Data syncs automatically when connectivity is restored, with conflict resolution rules you define.
How quickly can we deploy?
Typical deployment for time & expense is 6–10 weeks including configuration, integration mapping, UAT, and parallel run. Pre-built connectors for major systems accelerate the timeline.
How does Phoenix ensure data integrity for audit purposes?
Every transaction carries a complete audit trail — user identity, timestamp, device, location, policy evaluation result, and approval chain. Logs are tamper-evident and exportable for any audit framework.
See Phoenix Pulse™ in your environment
Schedule a 30-minute technical walkthrough. We'll map Phoenix to your current time capture, expense management, and payroll integration workflows.