Systems we build and run
Bespoke timesheet and sign-off systems
Hours booked against real jobs, approved once by the right person, and out the other end in a form payroll will accept without anybody retyping it.
What it is, and where it fits
Where this kind of system fits
- Builders, contractors and trades
- Installers, engineers and maintenance contractors
- Manufacturing and fabrication
- Property, lettings and facilities
- Transport, haulage and logistics
A timesheet system collects hours where the work happened, puts them against a job and a cost code, sends the week to one approver, and hands the approved figures to payroll. The rules about overtime and allowances live in the system rather than in somebody's memory.
It suits any operation paying for time on site. Labour-heavy contracting, engineers on call-outs, shop floor hours, cleaning and site attendance.
Hours against jobs for one team is weeks. Approvals by site, rules per agreement, and labour cost landing back on the job is the same system with more in it.
What it usually grew out of
It replaces paper sheets, a group chat and a Monday morning.
The sheets come in late and in pencil, somebody types them up, somebody else checks a Thursday, and the week gets closed. Getting those hours onto the jobs they were spent on is a second task.
The cost sits in two places: the morning spent retyping, and job costings that wait until the hours are in. A system takes the typing out and puts the labour where it was actually spent.
What it does
Entered where the work is
Hours put in on a phone at the end of the shift, by the person who worked them, against the job they were on.
Booked to something real
Every hour against a job, a site and a cost code, so labour lands on the work rather than in a total.
Rules applied, not remembered
Overtime, travel, allowances and different rates worked out by the system, the same way every week.
Approved once
The approver sees their own team's week, approves it, and it locks. Anything changed afterwards keeps the name and the reason.
Out in payroll's format
The approved week exported exactly as your payroll wants it, rather than retyped from one screen into another.
What a job absorbed
The labour on a job as it happens, next to what was allowed for, while there's still time to do something about it.
We can also build in AI features that flag hours which don't match the job, such as time booked to a site nobody was scheduled at, for the approver to look at before signing off. More on AI and automation.
Usually built alongside job and works trackers, scheduling and run sheets or management reporting. The rest are on the services page.
How it gets built, and how it gets run
| Fixed price | Scope, price and dates in writing before anything starts, with what isn't included written as plainly as what is. It doesn't move because the job turned out harder than we thought. |
|---|---|
| Timescale | One team's hours is weeks rather than months. Several sites on different agreements takes longer, and goes live team by team. |
| Onboarding and training | We run a week in parallel with your current sheets, so the first payroll off the system is one you've already checked, and train the approvers on it. |
| Hosted in the UK | UK infrastructure, backed up nightly to somewhere that isn't the machine running it, kept thirty days, and checked every few minutes that it's up and answering. |
| Changes | A new rate, an extra allowance, another cost code. What that covers is agreed at the start, so nobody works it out on a payroll deadline. |
Ask about our free Business Systems Assessment
An hour with whoever runs the day to day. Clear recommendations to act on.
We look at how the work actually runs and what it runs on, then send you a list of what we would change, what each change would do for the business, and what it would take. In person or online, whichever suits you. Nothing to pay, nothing to sign.
- One hour
- In person or online
- Recommendations we talk you through
Honest answers
- Our rules are complicated.
- They usually are, and that's the argument for writing them down once. Whatever your agreements say, the system applies them the same way every week, and the genuinely awkward cases still get a human decision.
- People will forget to submit.
- Then the system chases them and the approver can see who hasn't. That's a better use of a reminder than somebody in the office ringing round on a Monday.
- Does it replace payroll?
- No, it feeds it. Payroll stays where it is. What changes is that the hours arriving are already approved, already costed, and in the format it wants.
Talk to us
Tell us how hours reach payroll now, and how long that takes somebody every week. That's usually enough for us to say whether we can help.
Ring, 8am to 6pm Monday to Friday and Saturday mornings, or use the form below. Pick what you'd like to keep track of, add a line if you want to, and leave a name and a way to reach you.