If you are paying someone for hourly work, it’s important to consider time tracking as a part of your normal routine. Time tracking ensures accuracy during pay periods so you can maximize profits, and when you have a working system in place it eliminates the need for manual tracking. There are several basic methods that can assist any business with time tracking.
An easy method of time tracking is to track employee hours in QuickBooks, as long as you have a QuickBooks account. Employees can log in with a computer and an internet connection to enter time and expense reports from anywhere. All you have to do is activate the function from your account settings, which provides users with time entry-only access so they can’t see account information or other features of the program. With a single license, you can add as many employees as you like. This time tracking feature works in conjunction with payroll invoicing, so you can automatically generate and print payroll checks or export the information to your payroll provider.
Using an app
Consider using a cell phone application that uses GPS to track and monitor employee hours when they are away from the office. This type of mobile attendance system lets you monitor locations legally so you can confirm the hours logged by the individual. The GPS starts monitoring movement when the employee logs in for the day and stops when they clock out.
There are also several mobile apps for keeping time cards that serve as a basic check-in and check-out tool. Each participating employee downloads the application on a phone, then uses it to log in and out for the day, while also accounting for breaks. Data is exported in several formats, including through Google Documents and in CVS format for export into spreadsheets. Both applications and the QuickBooks program are ideal for use by remote workers because you can access them from anywhere.
Traditional Time Clock or Spreadsheets
If you prefer a more traditional method of keeping time, consider mounting an automated time clock to the wall. Every employee gets a time card. Each time the person leaves and returns to work they slide the card under the print mechanism on the clock, where it receives a time stamp. The clocks print the exact time worked each day. For small companies, a manual method of entering start and stop times on a spreadsheet may save money and be a convenient method of tracking time.
Barcode scanners, biometric scanners, and retina scans are popular with larger companies that like to utilize advanced technologies in their daily business. With a barcode scanner, every employee is required to carry a badge and swipe it on a wall mount or door mount card system to gain access to a room or a specific department. This is also a useful way to control access to various parts of the building and an excellent way to track where an employee is within the company.
Time tracking gives you documented proof of an employee’s hours, which eliminates guesswork on paydays. Not only are employees satisfied they are being paid for their time, it ensures your business is maximizing profits by not spending more than you have to. Consider analyzing the various methods of time tracking to discover one that works best for your company size.