Time-tracking spreadsheets: the most effective alternate options for 2023

We’ve all had these work days—, those you haven’t any concept what you probably did all day. Fact is, time flies whenever you aren’t retaining observe of what you and your workforce are doing at work. That’s why many small companies (and people) have turned to time-tracking spreadsheets. Time monitoring is a good way to remain on high of who’s doing what and what number of hours they’re placing in. 

On the subject of documenting this info, you may default to a spreadsheet. And that is smart, since spreadsheets have been efficiently used to trace info for many years.

But it surely’s 2023—and we expect you are able to do higher.

Hold studying as we break down all the things you must learn about time-tracking spreadsheets. We’ll even share some trendy instruments that may allow you to take advantage of out of your time, with out having to combat with a messy spreadsheet.

What’s a time-tracking spreadsheet?

A time-tracking spreadsheet is a grid-based doc that’s used to trace worker working hours. 

It sometimes contains the time an worker began their shift, the time they ended their shift, and any breaks they’ve taken in between. 

Listed below are some headers you may see in a each day time-tracking spreadsheet:

• Date
• Worker title/ID
• Begin time
• Finish time
• Break begin
• Break finish
• Whole hours labored
• Whole common hours
• Whole extra time hours

Extra detailed time-tracking spreadsheets might also embody the duties and obligations throughout the working interval or pay info for payroll functions.

Typical time-tracking spreadsheets are generally created utilizing conventional spreadsheet software program packages, like Microsoft Excel or Google Sheets.

Why do companies observe time in a spreadsheet?

From accounting to information monitoring, spreadsheets have been a tried and true resolution for monitoring info for years. Nowadays, most of us have the fundamental data wanted to make use of spreadsheets. Plus, there are numerous free spreadsheet instruments accessible.

So it’s no shock that many small companies attain for spreadsheets with regards to worker time monitoring. 

However whereas doing all your time monitoring in a spreadsheet is best than not monitoring in any respect, it does include some challenges.

Negatives of time-tracking spreadsheets 

Regardless of being a preferred software for monitoring time and different info, there are some drawbacks to utilizing spreadsheets. Some cons to utilizing time-tracking spreadsheets embody:

• They’re liable to error: As a lot as 90% of spreadsheets comprise errors. Worse, one typo or damaged method can result in large errors all through your complete spreadsheet. And should you’ve ever tried to seek out an error in a spreadsheet, that it will probably really feel like on the lookout for a needle in a cell-based haystack. 
• They require guide updating: Spreadsheets sometimes have to have information inputted manually because it’s not synced to one thing like a time clock.
• They normally aren’t scalable: Time-tracking spreadsheets may fit should you solely have a  few workers. However in case you have a number of workers working a number of shifts each week, or have a number of retailer areas, your spreadsheet can get out of hand actually quick. 
• Info will be misplaced: For those who by accident delete one thing or your file turns into corrupt, it’s attainable to completely lose your time-tracking info. 
• You need to construct your personal experiences: Spreadsheet software program normally has information visualization instruments that can assist you make higher sense of your time-tracking information. However they are often sophisticated to make use of should you’re not already a wiz with spreadsheets.

From accident to labor regulation violation: FLSA record-keeping guidelines require firms with hourly workers to maintain timesheets and different time-tracking information for 3 years. For those who by accident delete a time-tracking spreadsheet, you may end up in a difficult scenario.

Advantages of time-tracking spreadsheets

In fact, spreadsheets aren’t all dangerous. Let’s discuss a few of the advantages of utilizing spreadsheets to trace time. 

• They’re reasonably priced: For small companies simply beginning out, spreadsheets generally is a fast and straightforward technique to get time monitoring off the bottom.
• They’re customizable: Because you get to construct all the template from scratch, you’ll be able to simply add any further info you want. (Though, you do have to issue within the time wanted to construct a time-tracking template from scratch.)
• They’re common: Spreadsheets are extremely frequent, so it’s simple for different stakeholders to learn a spreadsheet. And should you ever have to switch that info into one other software program, a formatted CSV file can typically do the trick.

Kinds of time-tracking spreadsheets

As we mentioned earlier, time-tracking spreadsheets can observe something from worker hours to duties and obligations. There are a lot of methods to trace time that meet the wants of you and what you are promoting.

Listed below are a few of the commonest sorts of time-tracking spreadsheets.

Each day spreadsheets

Each day time monitoring spreadsheets are sometimes utilized by workers or companies who deal with many alternative duties on any given day. 

They sometimes divide the work day into hours or different time increments. Workers can then enter the duties they had been engaged on throughout the day. This helps preserve observe of duties that had been accomplished and the variety of hours that had been spent on particular duties.

Worker time monitoring spreadsheet

Worker time monitoring spreadsheets are used particularly to trace the full variety of hours labored. 

They’ll typically break down working hours by day so it’s simple to calculate the full hours labored when payday rolls round. You’ll normally discover worker info, begin occasions, finish occasions, and whole hours labored on an worker time monitoring spreadsheet.

Undertaking spreadsheets

Undertaking time monitoring spreadsheets are generally used for project-based work the place totally different components of the challenge happen over an extended time period. They retains tabs on duties which are pending and the variety of hours devoted to every job, serving to stakeholders keep on observe and on price range.

Contractor spreadsheets

You’ll typically see contract time monitoring spreadsheets utilized by impartial contractors or contract workers that have to report the period of time spent on work for his or her purchasers or contract employers. 

A contract time monitoring spreadsheet may also check with a spreadsheet the place a building contractor retains observe of the variety of hours spent on a building challenge.

Billable time monitoring spreadsheet

Billable time monitoring spreadsheets are sometimes utilized by companies or solo entrepreneurs who have to preserve observe of working hours that they’ll invoice purchasers for. Some variations make it simple to additionally observe non-billable hours so you’ll be able to preserve observe of the full hours labored.

Advisor spreadsheets

Because the title suggests, advisor time monitoring spreadsheets are normally utilized by consultants or contractors working for a enterprise. Consultants aren’t essentially required to trace time, since they’re not workers. Nonetheless, it’s finest apply to allow them to present a transparent image to purchasers as to how billable time is being spent.

Time-tracking spreadsheet alternate options

Time-tracking spreadsheets are, effectively, wonderful. However we promise there are higher options on the market to observe worker time successfully.

Listed below are some alternate options to time-tracking spreadsheets that can allow you to observe time extra precisely, and extra effectively.

1. Time-tracking software program

Time-tracking software program takes all the data you’ve been monitoring in a spreadsheet, however makes it extra interactive and simpler to navigate.

Most time-tracking software program works very equally. You’ll enter a job, the time you spent on it, and another mandatory info. It should then pull that info right into a calendar or a abstract so you’ll be able to simply see what you’ve been engaged on.

Some software program requires you to enter info manually. Nonetheless, if most of your work takes place on a pc, there are even time-tracking apps that can routinely observe your exercise for you.

2. Productiveness trackers

Productiveness trackers are similar to time-tracking software program. However not like time-tracking apps, they don’t simply summarize your duties and dealing hours. Productiveness apps sometimes embody additional options to assist enhance your workflow and effectivity. 

For instance, some productiveness trackers will establish wasted time. In the meantime, different productiveness trackers will use expertise like AI to re-organize your workday so you should use your time higher.

3. Undertaking administration apps 

Undertaking administration apps are specifically designed to trace the tasks and duties that you simply’re engaged on. Most challenge administration instruments can observe all the things from easy to-do lists to complicated tasks with a number of levels and stakeholders.

Undertaking administration apps are sometimes utilized in tandem with productiveness trackers and time-tracking software program. Extra sturdy challenge administration instruments could even embody time monitoring that can assist you keep on observe and hit your deadlines and budgets.

4. Time clock apps

The final (and finest) various to your time-tracking spreadsheet? Time clock apps.

A time clock app is designed to trace your workers working hours in just some clicks. It’s an amazing time-tracking resolution for companies which have hourly and shift employees.

Let’s discover time clocks a bit additional under.

Monitor worker time with time clock apps 

When utilizing a time clock app, workers sometimes ‘clock in’ after they begin their shift and ‘clock out’ on the finish.

In many years previous, time clocks typically included clunky {hardware}, like punch clocks. However time clock apps are far more frequent these days, since they can be utilized on most gadgets and supply extra options.

Right here’s why we love time clock apps for monitoring worker time:

• Improved accuracy of time-tracking: With sensible time monitoring, you’ve obtained an actual time stamp of when an worker began and ended work.
• Lowered time theft: When workers are paid for time that’s not really being labored, that’s time theft. Time clocks might help reduce the danger of unintentional or intentional time theft.
• Improved workflows: Time clocking makes common admin duties like payroll simpler and faster, saving you time and serving to workers receives a commission correctly.

Should-have time clock app options

Excited to improve your time-tracking spreadsheet to a time clock app but? Not so quick.

Earlier than you hit obtain on a shiny new time clock app, listed here are some options you’ll wish to preserve a watch out for.

1. Schedule syncing

More often than not, hourly employees are assigned work schedules upfront. Schedules are fastidiously deliberate to match gross sales forecasts and to fulfill labor prices. 

The perfect time clocks can present worker hours labored aspect by aspect together with your schedule. Some will even sync your worker schedules together with your time clock, so workers can solely clock in after they’re scheduled.

When a time clock can sync together with your schedules, you’ll be able to simply affirm that workers are exhibiting up after they’re speculated to. It additionally prevents any undesirable surprises whenever you reconcile labor prices on the finish of the month.

2. Computerized timesheets

Timesheets are basically spreadsheets that file and preserve observe of worker working hours. However what makes an computerized timesheet higher than your trusty outdated spreadsheet? To begin with, you gained’t must manually punch in hours and also you’ll scale back the danger of human error.

A time clock that routinely creates your timesheets is an absolute should.

3. Timesheet approvals

Typically errors occur, even whenever you use a time clock. Often workers overlook to clock out. Or possibly you caught an worker attempting to sneak in a buddy punch.

Your time clock app ought to make it simple to overview and approve your timesheets earlier than finalizing hours each pay interval. That method, you’re solely paying for hours which have really been labored.

Bonus factors in case your time clock can routinely flag time clock errors for you. 

4. Payroll integration

On the subject of hourly workers, your time clock and timesheets are the supply of fact for payroll. So when your accepted timesheets can magically flip into payroll, it can save you your self the ache of payday prep. And also you’ll scale back payroll errors alongside the way in which.

5. Reporting and insights

It’s not sufficient to only observe time. You want to have the ability to see the total image. 

Ensure you select a time clock app that provides sturdy reporting and insights. This fashion, you’ll be able to evaluate worker working hours together with your labor value forecasts and gross sales, retaining you in charge of your price range and ensuring your small enterprise stays on observe.

By the way in which—did we point out that Homebase has all of those options and extra?

Homebase: the time-tracking app constructed for small companies

On the hunt for the proper various to your old-school time-tracking spreadsheets? 

Homebase’s all-in-one worker administration software program has obtained you lined.

• Flip any iOS, Android, or POS gadget right into a time clock: Don’t tether your self to your computer-based spreadsheet. Homebase’s cell time clock app means you and your workers can clock-in and observe time from wherever.
• Monitor worker time and pay them—multi function place: Homebase makes payday painless by turning your timesheets into payroll in just some clicks. 
• Say goodbye to tax troubles: Calculate wages and payroll taxes, and ship the suitable funds to your workers, the state, and the IRS. You may even choose to routinely course of tax filings and challenge 1099s and W-2s.

Spreadsheet who? Say goodbye to your time-tracking spreadsheet for good.

Ditch the information entry with Homebases’s free trendy time clock app. Get began at present.

Time-tracking spreadsheet FAQ

What’s a time-tracking spreadsheet?

A time-tracking spreadsheet is a doc utilized by employers to trace the hours an worker works inside a sure time interval. 

It could additionally check with a spreadsheet that tracks occasions and duties, so you will get a greater concept of what number of hours are spent on particular tasks and duties.

Each sorts of spreadsheets are designed that can assist you get a greater image of how your time is being spent.

What are the negatives of a time-tracking spreadsheet?

There are a lot of drawbacks to utilizing a time-tracking spreadsheet. For instance:

• They’re liable to human error
• They’re tough to scale as what you are promoting grows
• They don’t at all times supply collaboration instruments
• They have to be manually up to date in an effort to keep up-to-date
• Information will be misplaced or broken 

What are some time-tracking spreadsheet alternate options? 

There are a lot of nice time-tracking spreadsheet alternate options together with:

• Productiveness tracker apps and software program
• Undertaking administration instruments
• Digital and automatic time-tracking software program
• Time clock apps, like Homebase