A high-tech listed company focused on AI edge computing, AIDC and robotics energy foundations recently completed something that looks minor but has broad impact: moving project timesheet and cost management from manual statistics to system integration.
The Origin: Where Timesheet Data Got Stuck
This company listed on the Shenzhen Stock Exchange Main Board not long ago. Its business direction determines high project density, a large proportion of R&D staff, and frequent cross-department collaboration. The more projects there are, the more prominent the importance of timesheet data becomes.
The problems were also very specific. Manual statistics led to lagging data; project cost attribution was vague, and labor cost allocation could not be calculated clearly; project information, personnel information and timesheet data were scattered across different systems and had to be moved back and forth.
They initially considered using Excel or lightweight tools to get started, but soon found that this could not solve the fundamental problem—data silos. Project information was in MPS, personnel and organizational structure were in EHR, and if timesheet data was recorded in isolation, it was just a pile of numbers that could not enter the management closed loop.
More realistic pressure came from compliance. As a listed company, data compliance, R&D expense super-deduction, high-tech enterprise certification, and project cost internal control management—these four scenarios all impose hard requirements on the authenticity, traceability and accuracy of timesheet data collection. Manual ledgers make it difficult to satisfy all of them at the same time.
So they began systematically researching timesheet management systems.
Selection: A Batch Chatted Online, Several Met Offline
They shortlisted a group of candidate products through online channels, and AceTimesheet came into view at this stage. Afterward, they communicated online with multiple vendors to understand functional boundaries, integration capabilities and implementation cycles. After the online discussions, a batch of clearly mismatched options was filtered out. For the remaining few, in-depth offline exchanges were conducted. The depth of understanding of integration scenarios, product experience and team delivery capability that AceTimesheet demonstrated in face-to-face communication became important plus points.
Taking into account factors such as functions, integration capabilities and case experience, the company finally made the decision internally: choose AceTimesheet.
AceTimesheet is a project timesheet recording and labor cost accounting system designed for four major scenarios: IPO compliance, R&D expense super-deduction, high-tech enterprise certification, and project cost internal control management. For this company, these four scenarios are not abstract concepts—they correspond to the actual needs of annual audits, tax inspections, qualification reviews and internal management reports.
The Key: Three Systems, Not One Could Be Missing
This company had three core systems that needed to be connected.
MPS is the source of project information. The timesheet system needs to pull project data from here to ensure that when employees fill in their timesheets, the projects they select are real-time and accurate.
SAP is the core of financial accounting. Basic project data needs to be pushed from AceTimesheet to SAP for subsequent cost accounting and financial collection.
EHR is the authoritative source of users and organizational structure. Personnel changes and department adjustments need to be synchronized automatically, not maintained manually.
AceTimesheet's integration capabilities in these three directions were the key to the cooperation. The AceTeamwork product system itself has mature experience integrating with SAP, HR systems, WeCom, DingTalk and other mainstream tools, making implementation risk relatively controllable.
Results: Less Data Legwork, Solid Compliance Basis
The results after integration were also very direct. Previously, basic project data had to be manually moved between different systems, which was time-consuming and error-prone; now, project information is automatically pushed from AceTimesheet to SAP, and data flow no longer depends on manual operations.
More critically, the compliance foundation of timesheet data has been systematically established. Employee timesheet entries are validated in linkage with attendance data, the approval chain is fully traceable, and the attribution relationship between projects and tasks is clearly verifiable. When audits or tax inspections need to retrieve data, a complete evidence chain can be found in the system, rather than searching through paper forms on the spot. For a listed company, this traceability has more long-term value than a simple efficiency improvement.
Background: Why AceTimesheet
The AceTeamwork product system, to which AceTimesheet belongs, has focused on the niche of R&D project timesheets and R&D labor cost management since the release of V1.0 in 2009, with features iterated to V12.0. Core capabilities include multi-system integration, timesheet validity verification, cost allocation and multi-dimensional report analysis.
This cooperation also illustrates a trend: the demand of medium and large technology enterprises for timesheet management is shifting from a "recording tool" to a "data hub." Timesheet data itself has limited value; only when it can be linked with project systems, financial systems and HR systems does it truly become the cornerstone of refined management.
What's Next: The AI Version Upgrade Is Already in Place
It is also worth mentioning that AceTimesheet recently completed an AI version upgrade, supporting the MCP protocol, AI voice entry and digital avatars. The timesheet management system this company built this time not only solves the current integration and cost accounting needs, but at the underlying architecture level has also reserved space for intelligent interaction and compliance responses in the AI era.
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