Smarter Week

How to automate it

How to automate “fix timesheet mistakes and answer pay questions”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

30 min
typically, a few times a week
45%
of the time can be automated
Easy
to set up

Fix 1 of 2

Software featureBest fix

Turn on employee self-service for pay stubs and personal details

Employees download pay stubs and W-2s and update address and direct deposit themselves, so you answer far fewer questions.

Typically saves about 50% of the time30 min to set up
  1. 1Turn on the employee app or portal in your payroll system.
  2. 2Send a short how-to with the three most common requests.
  3. 3Require a second check for direct deposit changes (notification to the old address and a waiting period).
  4. 4Reply to repeat questions with the portal link.

Tools: ADP · Gusto · Paychex · Rippling · Paylocity

Fix 2 of 2

AI

Write the answers down once and point people (or a bot) at them

Collect the questions you keep answering into one page; a workspace AI or a ChatGPT Project, Claude Project or Gem can answer from it.

Typically saves about 50% of the time1 h to set up
  1. 1For one week, paste every repeat question into a doc.
  2. 2Write the answer under each (or have AI draft it from your replies).
  3. 3Share the page, pin it in chat, and add it to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
  4. 4Reply to repeat questions with the link.
Prompt to copy
Below are questions coworkers keep asking me and my past answers. Turn them into a clear FAQ page grouped by topic. Keep each answer under 80 words and keep any links I gave.

[PASTE QUESTIONS AND ANSWERS]

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents · Notion or Confluence

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Payroll specialist

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Payroll specialists