Timesheets and payroll software: Time Doctor integration with Juggl

‍This is a use case showing how to scale smarter, not harder. Learn how a time-tracking and payroll software solution helped a remote team in a health tech startup expand fast without losing accuracy.

For growing companies with remote teams, matching timesheets and payroll data can feel like trying to juggle fire. Especially when they are managing hundreds of employees across different time zones. Getting accurate work hours, validating them, and processing payments without delays becomes a daily challenge.

That was the case for one of Juggl’s clients, a US-based startup in telemedicine. The company was scaling fast, but its payroll system wasn’t ready for that. After struggling to keep up, the client chose to adopt a fully integrated time-tracking and payroll software setup with Juggl and Time Doctor. The results? Time savings, better visibility, and a 15% reduction in processing costs. Read on to find out the details!

Problem: Disconnected timesheets and payroll chaos

Founded in 2019, the startup (under NDA) quickly scaled its operations across the United States. By early 2023, the company had grown from a modest team of 50 to over 300 remote employees. But with rapid expansion came friction.

The health tech  company grew from 50 to over 300 remote employees in under two years. That rapid growth stretched the company’s back-office operations, especially in HR and finance. Some of their biggest challenges included:

• Manual consolidation of employee timesheets and payroll every pay cycle
• Inaccurate or incomplete time logs for remote shifts
• Errors in salary calculations, bonuses, and overtime
• Missed payroll deadlines because of the fractured workflows
• High number of salary-related questions from employees

What it looked like in practice

To put it simply, the startup had difficulty in tracking exact hours correctly: who did what, including overtime hours and not standard shifts.

Besides, different employees had different terms for overtime compensation on different days. One multiplier was applied for days off, another one for overtime, a third one for public holidays, etc.

Only one chief payroll manager knew all the rules for payments. There were discrepancies between what employees expected and what they received on payday. 

It caused questions, back and forth emails with team leads that governed the remote team (which was distributed remote team). They had to make adjustments in several Excel sheets, and it was unclear where the final source of truth was.

Even though the client used time-tracking tools like Time Doctor, the data wasn't seamlessly integrated with payroll, making processing slow and error-prone.

“We had a tracking tool, but it wasn’t connected to payments. We still had to collect, verify, and calculate everything manually.” — COO at the startup

As a tech-forward company, they knew it couldn’t afford to be stuck in spreadsheets and email threads. The client needed a scalable, integrated solution and as fast as could be.

Solution: Integrated time tracking and payroll software

Juggl stepped in with a solution that was powerful in its simplicity: connect time tracking directly to payroll. This created an end-to-end workflow where time logs became actionable payroll data—instantly and automatically.

By integrating Time Doctor – a popular time and productivity tracking tool that the company was already using – into Juggl’s contractor and employee payroll system, the team unlocked a smooth, automated process from start to finish.

Key features of the time tracking and payroll integration

The implementattion addressed the client's specific needs and included the following functions:

• Automated timesheet collection from Time Doctor.
• Real-time work hour validation using defined pay rates (base, overtime, shifts).
• Predefined pay rate logic for hourly wages, overtime, and bonuses.
• A self-service portal for employees to view hours, earnings, and history.
• One-click payroll approvals and submission.
• Instant payroll approvals with one-click submission to payment systems.
• Customizable email notifications and alerts to submit and verify timesheets
• Ability to handle employees and contractors in the same board easily, with fast onboarding and termination.
• Consolidation of exportable reports combining timesheets and payroll insights.

The outcome? A single, unified system eliminated data silos and manual errors, replacing days of manual work with just several hours of review time.

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How the integration works in practice

The integration is API-based: the admin creates a token from the Juggl’s admin cabinet, and receives credentials. 

The timesheets and payroll software solution works as a unified platform that provides up-to-date data to both teams and finance departments. At a certain time span, TimeDoctor sends actual data to Juggl via API requests.

It allows checking work hours and pay rates and final sums per individual persons and the whole team. If the manager has questions, they can recheck it through Juggl, extracting data from TimeDoctor – what the person did at what time – and aligning it with the submitted timesheets.

Thus, Juggl adds transparency – for both managers and contract employees, – allowing clients to check work hours per pay rates, accord pay stubs with contract terms, and clarify processes.

The integration is natively implemented in Juggl: even non-tech-savvy users can enable it in three clicks, and the whole setup will not take longer than five minutes.

Tangible results in numbers

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• 🕒 2 days saved per week for payroll managers and thus 15% reduction in payroll processing costs
  
  
• 📉 Salary-related inquiries from employees dropped by 90%, sparing time for team leads and removing email hassle that was lost earlier on reconciliation.
  
  
• 📈 Team grew from 50 to 300 employees after the integration, and it wasn’t a complete headache

As a result, the company managed to expand its service across 14 US states. With the use of the time-tracking and payroll software, the team handled 36,000+ patient appointments efficiently.

Why choose Juggl software for time tracking and payroll

Before Juggl, the client was using a mix of platforms, time-tracking tools, and plenty of Excel spreadsheets. But as their team grew, they realized they needed a dedicated time-tracking and payroll software designed for modern, distributed teams.

Juggl was the clear choice because:

• It is tailored for remote teams, hiring both global contractors and employees
• The platform supports integrations with leading time tracking tools like Time Doctor
• The platform is secure, GDPR compliant, with audit-friendly system that scales
• It has a user-friendly UI for HR, finance, and team members
• The team offered quick implementation timeline with responsive support

“We needed something modern – not more tools, but something that could provide speed, transparency, and flexibility. Juggl was the clear answer.”
— Co-founder & CTO

Implementation process: What it looked like

The integration of Time Doctor with Juggl took place over a few key stages:

Phase 1: Discovery and system mapping

The Juggl team worked with the company’s operations and tech leads to map out time-tracking workflows, pay structures, and approval hierarchies.

Phase 2: API integration and setup

Juggl connected with Time Doctor to ingest tracked hours, categorized by task, project, and employee.

Phase 3: Configuration of payroll rules

Custom pay rates were configured, covering standard hours, overtime multipliers, paid leave, and special shift benefits.

Phase 4: Onboarding and training

The team provided a short training session and onboarding. This was done, among other things, to address concerns about surveillance or system complexity.

Phase 5: Testing and optimization

Before going live, the team ran test cycles to validate accuracy, catch edge cases, and tweak the process. Once approved, the system went fully operational.

How we handled challenges

No integration goes flawlessly. Even with a fast and user-friendly setup, the implementation wasn’t without hurdles. Here are the challenges that the client faced and how we together handled them:

1. Employee concerns about monitoring

Some employees were hesitant about constant tracking, thinking that the solution was too intrusive. However, Juggl together with the team leads ensured transparency and educated the team on what was tracked, why, and how it improved fairness.

2. Fear of a long adoption curve

Advanced productivity features in Time Doctor took some getting used to. Juggl supported the client with step-by-step guides and helped onboard users faster.

3. Syncing across platforms

A few hiccups occurred when syncing Time Doctor’s reports with Juggl’s payroll system. These were resolved through close collaboration and API fine-tuning.

4. Balancing overwhelm

Some employees found reminders and alerts too intrusive. Features like break reminders and productivity alerts were a bit much for some users. Settings were customized to strike a healthier balance.

“What mattered most was Juggl’s ability to adapt. They helped us find the right balance, not just enforce another rigid system.” — COO

Strategic benefits of the time-tracking and payroll software

Beyond the time savings and reduced errors, the new system unlocked deeper organizational value. It’s about the strategic transformation with modern-day, future-ready solutions:

1. From reactive to proactive

Instead of reacting to payroll errors or late hours, the health tech startup now has a proactive payroll system that flags issues early and automates the fix.

2. Empowered employees

With access to their own time and earnings data, employees feel more in control of their earnings and work schedules. It leads to higher trust and fewer support tickets.

3. Actionable data and insights

The integration turned time logs into decision-making tools. Managers can now see where hours are spent, who’s working overtime, and how to optimize productivity.

4. Leadership focus

By cutting out repetitive admin work, senior leadership can now focus on growth, innovation, and service quality.

Testimonial highlights

“Our remote team works smarter now. The data is reliable, the payments are fast, and everyone knows where they stand.”
— CTO at the health tech startup

Time tracking and payroll that just works

Managing a remote team doesn’t have to mean endless admin headaches. When time-tracking and payroll tools actually work together, companies like the one in this use case can scale with confidence and efficiency.

Juggl’s seamless integration with Time Doctor created a truly modern time-tracking and payroll software solution – one that eliminated friction, empowered employees, and freed up resources for strategic growth.

Whether you’re growing a distributed team, transitioning away from Upwork, or just want to stop drowning in spreadsheets, Juggl is your next move.

Juggl provides a fast, integrated, and human-centric payroll solution that works seamlessly with the tools you already use like Time Doctor and plenty of other tools that we can integrate, adapting for your current needs. With Juggl, you eliminate manual chaos, reduce costs, and give both your team and your finance department the clarity they need.

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