Timecards

Free Web App Mobile App

Timecards are the hours your team works, logged by the person doing the work. Each day is a single timecard with one or more tasks — a task is a block of time on a specific project (or general labor), optionally with equipment used, photos, and a GPS-captured location. Office staff review, lock, and export for payroll.

Timecard tracking is available on every plan. Approval and reporting (filters, bulk lock, exports) require Business or above.

Who logs time

• Field roles (Operator, Driver, Labor, Mechanic): log only their own time.
• Owner, Manager, Bookkeeper, Foreman: log their own time, plus view, edit, and lock anyone else’s.

Field users can’t see anyone else’s timecards — only their own.

Logging a timecard (mobile)

1. Open the mobile app and tap Timecards.
2. Tap New Timecard (or pick today’s entry to append another task).
3. Choose the date (defaults to today). Duplicate entries for the same date are blocked — one timecard per person per day.
4. Add one or more tasks:
   • Project — pick from your assigned projects, or mark as General Labor if it’s not project-related.
   • Start time / End time — or just enter minutes.
   • Equipment used (optional).
   • Materials used (optional — link from the inventory list).
   • Description — short note on what got done.
   • Photos — up to 10 images per timecard, 5MB each. Before-and- after job shots, receipts, etc.
5. Location is captured automatically from the phone’s GPS when the task starts — both coordinates and a reverse-geocoded address.
6. Break duration — optional, enter unpaid break minutes.
7. Save. The entry is created with locked: false so you or the office can adjust it later.

One timecard, multiple tasks

If you work on three different projects in one day, that’s one timecard with three tasks — not three timecards. Each task can point to a different project, use different equipment, and start at a different time.

Office review (web)

Business or higher Web App

Go to Timecards → Reports in the web app. Filters:

• Date range
• Personnel (single person or all)
• Project

Each row shows the person, date, total hours, tasks (expandable), equipment, and lock status. Click a row to open the edit dialog — Bookkeeper/Manager/Owner can adjust tasks, times, and notes.

Lock / unlock

Timecards use a simple two-state model: locked or unlocked. There’s no separate “pending/approved/rejected” — locking is the approval action.

• Unlocked (default): the person who owns the entry, or any manager, can edit it.
• Locked: the entry is frozen. Nobody can edit or delete it (even the owner). Unlock to make changes again.

Bulk lock/unlock from the actions menu saves time at the end of a pay period.

Exports

Business or higher Web App

Two export formats on the Reports page:

1. CSV — columns: Employee, Date, Project, Equipment, Hours, Work Description, Invoice ID, Status, Receipts. Good for spreadsheet analysis.
2. QuickBooks TSV — tab-separated, import-ready for QuickBooks Desktop via File → Utilities → Import.

Both respect current filters — export just one pay period or one person’s hours.

Rates & payroll math

• Each timecard captures hourlyRate at creation, snapshotting the person’s ratePerHour at that moment. This way, rate changes going forward don’t alter historical timecards.
• Total minutes = sum of task minutes minus break duration.
• CSV exports include hours, rate, and computed gross pay.

GPS capture

Every task captures latitude, longitude, and a reverse-geocoded locationDescription automatically from the phone’s geolocation API at the time the task is started. No proximity enforcement — GPS is stored for audit and dispute resolution, not to block clock-ins far from a job site.

If location permission is denied on the phone, the task is saved without GPS.

What doesn’t exist (yet)

• Offline mode — the app expects a connection. A missed connection shows an error rather than queueing writes.
• Approval workflow — no “submit for approval” state; lock is the only transition.
• Time-entry reminders — no push notification for a forgotten clock-out.

Plan comparison

Feature	Free	Business	Business Plus
Mobile clock-in/out	✓	✓	✓
Own timecards view	✓	✓	✓
Office reports + filters	—	✓	✓
Bulk lock / export	—	✓	✓
QuickBooks TSV export	—	—	✓

Next steps

Haul Logs Similar logging flow for material transport jobs.

Projects Timecards feed into project actuals reporting.

Personnel Where hourly rates are set.