Work Log: Timesheet & Invoice — API integration & OpenData services

Deliverables checklist

• OpenAPI / Swagger specification for timesheet, invoice, client, expense and mileage endpoints
• Protocol and auth flow report (login, session/token chain, cloud-sync handshake)
• Runnable source for export and webhook services in Python or Node.js
• Sample connectors for QuickBooks Online, Xero Payroll and generic CSV/Excel pipelines
• Automated tests, Postman collection and step-by-step API documentation
• Compliance guidance covering GDPR, data minimization, retention and consent records

API example: timesheet export (pseudocode)

POST /api/v1/worklog/timesheet/export
Content-Type: application/json
Authorization: Bearer <ACCESS_TOKEN>

{
  "user_id": "u_8821",
  "from_date": "2026-03-01",
  "to_date":   "2026-03-31",
  "job_ids":   ["job_acme", "job_globex"],
  "client_id": null,
  "include":   ["expenses", "mileage", "overtime"],
  "format":    "json"
}

200 OK
{
  "entries": [
    {"id":"t_001","date":"2026-03-04","job_id":"job_acme",
     "client_id":"c_acme","hours":7.5,"overtime_h":1.0,
     "rate":48.0,"tags":["onsite"],"notes":"Sprint planning"},
    {"id":"t_002","date":"2026-03-04","job_id":"job_acme",
     "expense":{"amount":12.40,"currency":"USD","category":"Meals"}}
  ],
  "summary": {"hours":162.0,"earnings":7776.0,"currency":"USD"}
}

Key integration scenarios

Payroll automation, invoice push to accounting, expense reimbursement workflows, mileage logs for tax filings, project profitability dashboards, and audit-ready exports for HR. Enterprise variants support multi-user authorization, per-job rate cards and webhook delivery for near-real-time sync.

1. Payroll sync for staffing agencies

A staffing firm pays contractors weekly. Each contractor logs hours in Work Log; the integration pulls approved timesheet entries via /timesheet/export filtered by job_id and date range, maps them to Xero Payroll timesheets through the Xero API, and triggers pay runs without re-keying. Overtime fields are passed straight through to honor auto overtime calculation on both ends.

2. Invoice push to QuickBooks Online

A freelance consultant generates invoices in Work Log. The integration listens on an invoice.created webhook, normalizes line items, tax and currency, then creates a matching Invoice object in QuickBooks Online. Returned QuickBooks IDs are stored back so future status updates (paid, void, refund) propagate in both directions.

3. Expense and mileage reimbursement

A field-service team logs site visits with mileage and meal expenses in Work Log. The integration emits per-trip records via the expense feed, attaches receipts where available, and posts them to an internal reimbursement workflow. Mileage is exported in IRS-style logs that an accountant can drop into year-end filings.

4. Project profitability dashboards

An agency wants to know real margin per client. The integration joins timesheet hours and rates with invoice revenue and expense costs, pushes them as a daily snapshot to BigQuery or Snowflake, and a Looker / Metabase dashboard shows revenue, cost and margin per client_id and job_id — fed entirely from Work Log records.

5. Compliance archive for audited contractors

Regulated contractors must keep auditable timesheets for several years. The integration runs scheduled exports of all timesheet, invoice and expense records, signs them, and stores them in WORM (write-once-read-many) storage, mapped to OpenData / OpenFinance access patterns so an auditor can query history with the same authorization model used for banking statements.

Authentication & session bootstrap

POST /api/v1/worklog/auth/login
Content-Type: application/json

{
  "email": "user@example.com",
  "password": "<OBFUSCATED>",
  "device_id": "and-9f2c-7e11"
}

200 OK
{
  "access_token": "eyJhbGciOi...",
  "refresh_token": "rt_5f...",
  "expires_in": 3600,
  "sync_endpoint": "https://sync.example/internal/v3"
}

Login mirrors the app authorization flow under user consent. Tokens are short-lived, refresh tokens are rotated, and device IDs are bound to each session to avoid silent re-use.

Invoice query & status webhook

GET /api/v1/worklog/invoices?status=sent&page=1&page_size=50
Authorization: Bearer <ACCESS_TOKEN>

200 OK
{
  "items":[
    {"invoice_id":"inv_4421","client_id":"c_acme",
     "issued":"2026-03-31","total":3120.00,"currency":"USD",
     "lines":[{"desc":"Sprint planning","hours":7.5,"rate":48.0,"amount":360.0}]}
  ],
  "page":1,"total":12
}

# Webhook payload
POST <your-endpoint>
{
  "event":"invoice.paid",
  "invoice_id":"inv_4421",
  "paid_at":"2026-04-09T10:14:00Z",
  "amount":3120.00
}

Error handling & retries

{
  "error":{
    "code":"rate_limited",
    "message":"Too many export calls in 60s window",
    "retry_after_s":30
  }
}

# Recommended client behavior:
# - exponential backoff (1s, 2s, 4s ... cap 60s)
# - idempotency-key header on POSTs
# - replay webhooks for 24h on consumer 5xx

Each endpoint returns structured error codes so client code can branch deterministically; invoice and timesheet writes accept an Idempotency-Key header to make retries safe.

About us

We are an independent studio focused on App interface integration, authorized API integration and OpenData / OpenFinance / OpenBanking delivery. Our team has years of hands-on experience in mobile applications, fintech and small-business SaaS, and has shipped end-to-end integrations for banking, e-commerce, hotel/travel, social and productivity apps.

• Protocol analysis, interface refactoring, OpenData integration, third-party interface integration
• Automated data scripts and delivery of API documentation
• Security reviews, GDPR / CCPA / SOC 2-aligned controls
• Custom Python / Node.js / Go SDKs and test harnesses
• Source code delivery from $300 — receive runnable API source code and full documentation; pay after delivery upon satisfaction
• Pay-per-call API billing — access our hosted API and pay only per call, no upfront cost; ideal for teams that prefer usage-based pricing

Contact

For quotes, scoping or to submit a Work Log integration request (e.g. timesheet export to Xero, invoice sync to QuickBooks, or a custom webhook for project profitability), open our contact page:

Contact page

Engagement workflow

1. Scope confirmation: target endpoints (timesheet export, invoice sync, expense feed) and downstream systems.
2. Protocol analysis and API design (2–5 business days, complexity-dependent).
3. Build and internal validation against a sandbox Work Log account (3–8 business days).
4. Documentation, code samples and Postman collection (1–2 business days).
5. Typical first delivery: 5–15 business days; third-party approvals (QuickBooks/Xero apps, payroll certifications) may extend timelines.

FAQ

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Can the same code reach Toggl, Clockify or Harvest later?