Labour supply · Poland · Germany
400 timesheets a week processed by two people
Vistula moved timesheet and expense capture to the Worker Portal and let CrewFlow Intelligence do the reading.
Vistula Labour Supply
1,240 workers · 52 active projects
Illustrative example — replace with a signed-off customer story before launch.
Processing time
−73%
Per weekly payroll run.
Payroll cut-off met
100%
Across the last two quarters.
Re-keying
Eliminated
Receipts and hours captured at source.
The challenge
- Paper and photographed timesheets arrived by WhatsApp and email.
- Payroll cut-off was routinely missed, delaying worker payments.
- Expense receipts were re-keyed by hand into a spreadsheet.
The solution
- Worker Portal capture with AI extraction of hours, dates and receipt totals.
- Approval queues with confidence scoring — only exceptions reach a human.
- Automations that chase missing timesheets before payroll cut-off.
Implementation
How it was rolled out
Week 1
Worker Portal rolled out to two pilot projects.
Week 2
AI extraction tuned against the client's own timesheet layouts.
Week 3
Expense policy and approval thresholds configured.
Week 4
Full workforce onboarded; paper process retired.
Return
The commercial case
Modelled with the customer using their own admin costs.
- Annual admin saving
- €78,000
- Payback period
- under 4 months
- First-year ROI
- 3.8×
“CrewFlow reads them, flags the exceptions and we approve what is left.”