ABOUT Timesheets
What is a timesheet?
A timesheet allows an employer to track how much time an employee spends on their work. Originally tracked within a table on a sheet of paper, modern timesheets are digital spreadsheets or documents with real-time functionality that can automate calculations necessary for invoices based on billable time.
Homebase provides a free online timesheet to improve your workflow without the hassle of using paper timesheets.
What is a timesheet app and how does it work?
A timesheet, or time card, is a record of clock ins and clock outs for hourly employees that work in a small business. It’s used to track work hours and time entries and calculate payroll for employees paid for the number of hours they work. Work hours are also called billable hours in certain white-collar industries, like law and accounting.
Different types of teams (including student research teams and employees) also use daily timesheets, project timesheet templates, or time trackers for projects and tasks. These types of time tracking tools are useful for determining how much time was spent on a specific area of work.
Learn more about why you should use a free timesheet app instead of an Excel timesheet to save time by reading our articles on weekly timesheets and monthly timesheets.
How do hourly teams use timesheets?
Hourly teams use timesheets to see exactly how many hours employees work and therefore how much they should be paid at the end of the pay period. Some teams also use time tracking tools to further break down their working days and monitor how much time they spend on specific tasks, projects, and kinds of work, too.
How do I calculate lunch breaks?
To calculate lunch breaks, simply add them into your employee schedules and indicate whether they’re paid or not. Specialized tools like Homebase timesheets can help ensure your team members take the right amount of breaks and time off during each shift they work.
Read our article on timesheets with lunch break calculators to learn more on how to calculate lunch breaks with Homebase timesheets.
You can also read our article on timesheet templates to learn how to make calculating work hours even easier.
Why should a business use timesheets?
Businesses should use timesheets to keep an accurate record of the hours their employees work. This practice ensures that employers pay their staff the right amount, which means neither the business nor the employees end up out of pocket.
Most businesses use some kind of timesheet system to track employee time, but there’s a range of different ways to do so. For example, some employers still use paper timesheets and online documents like Excel and Microsoft spreadsheets.
Digital time tracking software like timesheet apps are another interesting option. Homebase’s time tracking solution means you can eliminate repetitive tasks like entering hours worked without the cost and commitment of hiring a dedicated human resources manager.
Automatic employee time tracking will also save you hours on payroll every pay period. With a free integrated time clock, you can easily track employee work hours and transfer the data to your preferred payroll integration.
Why should a business use timesheets free of charge?
Businesses should use timesheets free of charge because there are many reliable solutions for time tracking that don’t cost you anything.
Some businesses use Excel timesheets for time tracking. Timesheets are essentially spreadsheets, so this makes sense. But time tracking for a team can be tricky if your small business relies on printable timesheets or Google Calendar. These programs require you to input data manually, which is time-consuming and more prone to errors.
With free timesheet software like Homebase, you don’t need to worry about keeping track of your employees’ hourly rates or adding up how many hours people have worked manually. Our tool makes sure your team members can sign in and out of their shifts accurately and securely, so you can better improve your business’s time management practices and stay on top of employee timesheets free of charge.
How accurate are automatic timesheets?
Automatic timesheets are very accurate — for example, Homebase’s tool provides you with timesheet data that’s completely correct. Our timesheet app comes with free monthly timesheet templates and makes payroll both easy and error-free because it also acts as a time card calculator. We’ll automatically calculate all the hours your employees work, so they’ll always get paid accurately. We’ll also let you know about any timesheet errors so you can compare scheduled hours to the actual number of hours your team members ended up working.
Automatic timesheets are also much more beneficial because they’re online and in the cloud. To learn more about how online timesheets can improve your business, read more about online timesheets here.
Forgot to submit your timesheet?
If you often forget to submit your timesheets, no problem. Not only does Homebase offer a timesheet app free of charge, but we won’t let you forget to submit your timesheet in time for payroll. And we make the payroll process easy, considering we integrate with top providers like ADP, Quickbooks, and Gusto.
By using our timesheets application and handy payroll integrations, you’ll be able to save hours on the payroll process. The Homebase mobile time tracking app does all of the heavy lifting for you when it comes to totaling hours, collecting tips, subtracting breaks, and calculating overtime.
What is a mobile timesheet?
A mobile timesheet app lets you track employee hours when you’re not at the office or your work premises. Meanwhile, employees can use it to clock in and out of their shifts by using their phones rather than a centralized system. That’s more convenient for them and leads to more accurate record-keeping for you.
We’ve also got a dedicated mobile timesheet app article if you’d like to learn more.
Why would you have your employees use timesheets?
It’s a good idea to have your employees use timesheets because both of you can keep track of exactly how many hours they worked. Your team members will also be able to check their expected earnings right from their mobile devices, meaning they’re always completely up to date, no matter what day of the week it is.
How do you find your timesheet?
If you’re a Homebase user, you can find your timesheet in the ‘Timesheet’ tab on our platform’s main menu. The Homebase Essentials plan lets you store employee time cards securely in the cloud for four years, so you’ll be able to check them and access their full edit history at any time. Employees can also verify their hours worked, fix any errors, and track their pay for free in the Homebase mobile app for iOS and Android.
How else do you use automatic timesheets?
Along with basic time tracking, using timesheet software also unlocks a range of handy reporting and analytics options. For example, you can easily get reports on which of your team members arrived on time for their shifts most frequently in a given pay period, or how your labor costs are stacking up against your sales. And timesheet software makes this kind of reporting easier than ever.
In addition, if you have a business with multiple locations, tracking hours worked across your different premises is critical as you can’t be in multiple places at once. With Homebase, you can monitor whether your employees are working the hours they should and be mindful of breaks and overtime. You can also check labor costs and projected overtime by location, department, or employee.
How can you calculate work hours?
First, start by subtracting the time an employee clocked out from the time they clocked in using a 24-hour clock. Then, subtract any breaks they took during the day. For example, if a team member clocked in at 8:00 and clocked out at 17:00 and took a lunch break between 12:00 and 13:00, you’d calculate 17 – 8 – 1 and get eight hours.
And if you use a solution like Homebase, the platform can make these kinds of calculations for you, so you don’t have to worry about tallying weekly and monthly totals. No matter how frequently you want to run payroll, our app will have you covered.
What do our customers think about Homebase timesheets?
With thousands of five-star reviews, it’s safe to say our customers approve!
“Homebase has been a huge help and time-saver for us. It cut our time for making a weekly schedule by at least half. It has streamlined managing timesheets and offers a great deal of flexibility in reports.” – Brian S.
“Homebase, a great solution for timekeeping!” – Sean M.
“[Pros are] being able to use the software anywhere and having the ability to change the schedule, communicate with staff, find coverage, and [always keep my staff up to date] with what’s going on.” – Cheryl M.
How do you complete a timesheet?
Our automated solution takes the guesswork and difficulty out of completing and updating timesheets. Homebase’s free scheduling software keeps a running list of missed shifts, missed clock-outs, and missed breaks and helps you stay compliant without having to do any extra work. You can prepare your timesheet without even using a calculator and save hours every payroll period.
How does timesheet software affect productivity?
Many small business owners spend as much as five hours every pay period on accounting tasks, though it can amount to even more. With Homebase time tracking and timesheets, you and your managers can cut the amount of time you spend on payroll by 75% — so you could save almost four hours each pay period.
How often should you complete a timesheet?
A good rule of thumb is to complete your timesheet as soon as you can — but don’t worry! Tools like Homebase can help with that by automatically transferring data across from your employee schedule.
Should salaried workers track time?
Yes, salaried workers can also benefit from tracking their time, and tools like Homebase timesheets work well for both hourly teams and salaried workers. Salaried employees — like restaurant management staff or head chefs — often still have to fill out time cards to keep track of how many hours they’re working. What’s more, some salaried employees may still be eligible for overtime if their salary falls below $684 a week.
What is a timesheet in payroll?
A timesheet is a way for employers to track time and hours worked, which makes running payroll easier, especially if you have an hourly team. A timesheet includes the times your employees clock in and when they clock out at the end of their workday, as well as any breaks they take during their shifts. Afterward, you can transfer that timesheet data onto your payroll sheets so it’s ready when you have to run payroll.
How do GPS timesheets work?
GPS timesheets only let your employees clock in when they’re at a specific location by using geofencing. For example, as Homebase user Matthew Marcom of Pelican’s Snoball says:
“I do a lot of off-site events, like birthday parties. With the mobile GPS clock in feature in Homebase Essentials, I can just have my employees clock in once they get to the event location rather than having them clock in at the store first, lowering my labor costs.”
Why use a timesheet to track employee work hours?
Using a time clock that integrates with timesheets is a much easier way to calculate work hours and track employee attendance. When your employees clock in or out, those times are instantly added to their time cards, and at the end of their shift, the amount of hours they worked is calculated automatically too. And with the free Homebase mobile app, you can also give employees an estimate of their earnings.
What is the federal law on timesheets?
The federal law on timesheets requires all businesses to create timesheets for each employee. Timesheets must include:
- The employee’s name
- The pay period covered
- Days worked
- Total hours worked
- Any overtime hours
Federal law also requires employers to store their staff members’ timesheets for a minimum of two years, even if they’re stopped working for the business and moved on to another opportunity. Business owners and managers who violate these laws may face penalties of up to US$10,000.
