The Challenge
Westbridge Logistics is a privately held transportation and distribution company headquartered in Memphis, Tennessee, operating 22 distribution centers across eight states in the Southeast and Midwest. The company employs approximately 3,500 people in a complex workforce mix: long-haul and regional drivers, warehouse operations staff, loading dock teams, dispatchers, and administrative personnel. Each category of worker operates on a different schedule pattern, in a different physical environment, and under a different set of labor rules — a reality that made time and attendance tracking one of the most operationally burdensome and financially costly functions in the organization.
For most of its 18-year history, Westbridge relied on paper timesheets at its warehouse and dock facilities and a basic honor-system log for its driver fleet. Warehouse supervisors collected handwritten timesheets at the end of each shift and forwarded stacks of paper to a centralized payroll team in Memphis for manual entry. Drivers self-reported their hours through a call-in system, leaving voicemails that payroll clerks transcribed into the company's payroll software. The process was slow, error-prone, and almost entirely opaque to management until payroll had already been processed.
The financial consequences were severe. An internal audit conducted in late 2025 revealed that Westbridge was losing an estimated $2.3 million annually to time theft, buddy punching, and inflated hours. At warehouse facilities, buddy punching was widespread and nearly impossible to detect with paper timesheets. The audit team identified patterns at seven facilities where time records showed employees clocking in within seconds of each other, shift after shift, despite working in different areas of the building. Among the driver fleet, auditors found a 12% discrepancy between self-reported hours and GPS data from the company's fleet tracking system, consistently skewing toward overreported time.
Overtime costs were the most visible symptom. In fiscal year 2025, Westbridge spent $5.2 million on overtime across its 22 facilities, a figure that had grown 28% year over year. Supervisors had no real-time view of how many hours each employee had accumulated within a pay period, so overtime was routinely triggered by accident rather than by deliberate scheduling decisions. A warehouse supervisor in Nashville might assign a weekend shift to an employee who had already logged 38 hours that week, converting what should have been a straight-time shift into an overtime shift at 1.5x the hourly rate. The same pattern repeated across every facility, every week.
Payroll processing had become a four-day ordeal. Two payroll clerks spent the first two days of each bi-weekly cycle manually entering timesheet data from all 22 locations. The next day and a half was consumed by error reconciliation — chasing down supervisors to clarify illegible entries and correcting mathematical errors. Despite this effort, the paycheck error rate sat at 7.3%. Over the course of 2025, Westbridge processed 1,140 payroll corrections, each requiring an average of 45 minutes of administrative time.
Compounding the financial exposure was a union compliance risk. Westbridge's workforce includes 1,400 employees covered by Teamsters contracts at 9 of its 22 facilities, with precise overtime allocation rules including seniority-based distribution and mandatory rest periods. With paper-based tracking, proving compliance during grievance proceedings was effectively impossible. In 2025, Westbridge settled three overtime-related grievances for a combined $220,000 — not because the company had violated the contract, but because it could not produce reliable records to demonstrate otherwise.
The Solution
Westbridge selected Workisy's Time & Attendance, Workforce Management, and Payroll modules after a three-month evaluation led by VP of Operations Darren Whitfield. The critical differentiator was Workisy's ability to support multiple time-capture methods within a single platform, accommodating the fundamentally different working environments of warehouse staff, dock teams, and drivers without requiring separate systems or manual data consolidation.
For warehouse and dock employees at all 22 distribution centers, Workisy deployed biometric fingerprint terminals at facility entry points and break rooms. Each terminal uses anti-spoofing verification requiring a live fingerprint scan that cannot be replicated with a mold or photograph, eliminating buddy punching by design. Terminals capture clock-in, clock-out, and break-period punches, with data transmitted to Workisy's cloud platform in real time. Supervisors gained immediate visibility into who was on-site, who was on break, and who had not yet arrived for a scheduled shift.
For the 850-member driver fleet, Workisy deployed its mobile time-tracking application with GPS geofencing. Drivers clock in and out through the app on company-issued smartphones, with each event validated against geofence perimeters around distribution centers, customer delivery locations, and designated rest stops. A driver cannot clock in unless the app confirms they are within an approved location. The app also captures in-transit time using GPS waypoints, creating an auditable record that feeds into both DOT compliance reporting and payroll calculations. Dispatchers use desktop-based clock-in through Workisy's web portal with IP address validation.
The Workforce Management module was configured with Workisy's AI-powered overtime prediction engine. The engine monitors accumulated hours for every employee in real time and projects which employees are on a trajectory to exceed 40 hours. When an employee approaches the overtime threshold — at 36 hours by default, or 34 hours for union-covered employees — the system sends proactive notifications to the direct supervisor and facility manager, along with a recommended schedule modification that avoids the overtime trigger without leaving shifts uncovered.
The Payroll module completed the integration. Every clock event flows automatically into Workisy's payroll engine, applying pay rules for straight time, overtime, double time for holidays, shift differentials, and driver per-diem calculations. Union-specific rules for seniority-based overtime allocation and rest-period tracking were encoded directly into the rule engine, producing auditable compliance records.
The Implementation
Workisy and Westbridge executed a 10-week phased implementation structured in three phases.
Phase one (weeks one through four) focused on the 480-employee Memphis hub, which handles 30% of the company's total package volume. Workisy installed 14 biometric terminals across four entry points, two break rooms, and the loading dock staging area. Each employee completed a two-minute biometric enrollment capturing fingerprint templates for both index fingers — a backup critical in warehouse environments where bandaged or injured fingers are common. Enrollment was conducted during scheduled shift changes over five days with no disruption to normal operations.
Phase two (weeks five through seven) extended the deployment to the remaining 21 distribution centers. Pre-configured terminals were shipped to each facility, and four field technicians traveled a rotating circuit for hardware installation. Facility managers who had completed train-the-trainer sessions during phase one conducted local enrollment, supported by video call access to Workisy's team. This distributed model allowed 21 facilities to go live in three weeks.
Phase three (weeks five through eight) ran in parallel, tackling the driver fleet. The Workisy mobile app was pushed to all 850 company smartphones through the existing mobile device management platform. Training consisted of 20-minute virtual sessions by dispatch region and in-app video tutorials. Geofencing boundaries for all 22 distribution centers and 340 frequent delivery destinations were pre-configured from the transportation management system. Drivers could submit requests to add new locations through the app, with dispatcher approval.
Union consultation ran throughout the entire 10-week period. Westbridge engaged Teamsters representatives at all nine unionized facilities before installation began, framing the system as a tool ensuring accurate pay and transparent overtime allocation. A jointly drafted data use agreement restricted biometric data to attendance verification only, with automatic deletion upon employment termination. The agreement was ratified at all nine facilities before phase two launched.
Weeks nine and ten served as stabilization. Payroll for the first full cycle was run in parallel with the legacy process. Fewer than 30 records required manual review, and the paper timesheet system was decommissioned at the end of week ten.
The Results
Within the first six months of full deployment, overtime costs dropped by $1.8 million on an annualized basis — a 35% reduction from the prior year's $5.2 million. The AI overtime prediction engine generated 4,200 proactive alerts to supervisors, and 89% were acted on through schedule adjustments, task reassignment, or early release before employees crossed the overtime threshold. The shift was fundamental: supervisors were making overtime decisions at the 34- or 36-hour mark with full visibility, rather than discovering unplanned overtime after it was locked into payroll.
Time theft reduction was equally dramatic. Biometric authentication eliminated buddy punching completely at warehouse facilities. For drivers, the discrepancy between reported hours and GPS-verified hours fell from 12% to less than 1.5%. In total, Westbridge estimated a 90% reduction in time theft across all employee categories, recovering $2.1 million in annual labor costs previously paid for hours not actually worked.
Payroll accuracy reached 99.7%, up from 92.7%. Payroll corrections per cycle dropped from 44 to fewer than 4. The processing cycle collapsed from four days to six hours. The two payroll clerks now complete work in a single morning, with recovered capacity equivalent to 0.8 FTEs redirected to benefits administration and employee support.
Across 22 facilities, supervisors recovered roughly 90 hours per week previously consumed by timesheet collection and error resolution. That time was redirected to operational management, safety oversight, and team leadership.
On the union compliance front, Westbridge recorded zero overtime-related grievances in the eight months following deployment. The system's auditable records of seniority-based overtime allocation, rest-period compliance, and shift-differential calculations gave the labor relations team documentation they could present proactively during quarterly union reviews. Teamsters representatives at three facilities independently noted that the transparency had reduced friction between management and hourly employees.
What's Next
Westbridge is planning two extensions over the next 12 months. The first is an integration between Workisy's Workforce Management module and the company's transportation management system for route-optimized scheduling — aligning driver shifts with delivery demands in real time to reduce deadhead miles and keep shifts within standard hours. Westbridge estimates this could cut fuel costs by 8% and further reduce driver overtime.
The second initiative is predictive scheduling for warehouse operations. Using historical data on package volumes, seasonal demand, and order forecasts, Workisy's AI scheduling engine will generate staffing plans two weeks in advance. The target is a 25% reduction in temporary staffing agency reliance, saving an estimated $400,000 annually while maintaining a more stable and experienced workforce.
Client Quote
"We knew we had an overtime problem, but until we had real data, we didn't understand the full scope of what we were losing. Paper timesheets weren't just inaccurate — they were hiding millions of dollars in cost leakage that we couldn't see until it showed up in payroll. The biometric system was a game-changer for our warehouses. Buddy punching stopped on day one — not gradually, not over time, on day one. But the piece that delivered the most value was the overtime prediction engine. For the first time, our supervisors could see an overtime event forming before it happened and do something about it. That shifted the entire conversation from reactive cost control to proactive workforce management. The $1.8 million in overtime savings is the number that gets attention in board meetings, but the operational clarity we gained across 22 facilities is what changed how this company runs."
Darren Whitfield, VP of Operations, Westbridge Logistics