Staffing TimeSheets - Types, Cost & Samples
Timesheets are critical tools for temporary staffing clients to track employee time, ensure accurate payroll processing, comply with labor laws, and manage invoicing and billing. By implementing effective timesheet systems and processes, businesses can improve productivity, streamline operations, and enhance organizational performance.
Types of Timesheets and Cost
In the temporary staffing industry, timesheet solutions vary widely regarding functionality, cost, and suitability for different business needs. Here are some common types of timesheet solutions and an overview of their typical features and costs:
Manual Timesheets
- Description: Paper-based or Excel spreadsheets are used to record hours worked manually.
- Features: Basic, low-cost option with manual entry and approval processes.
- Costs: Minimal to no direct cost; potential indirect costs include administrative time and risk of human errors.
- Here are two sample manual timesheets for you to use
Standalone Digital Timesheet Software
- Description: Software specifically designed for tracking time, often offering features like clock-in/clock-out, time tracking, geo-location tracking, and basic reporting.
- Examples: TSheets (QuickBooks), Clockify, Time Doctor, Homebase.
- Features: Digital time tracking, integration with payroll, mobile app support.
- Costs: Depending on the features, they typically range from $0 (basic plans) to $20 per monthly user.
Integrated Workforce Management Systems
- Description: Comprehensive platforms that include timesheet management as part of a broader suite of HR, payroll, and workforce management tools.
- Examples: ADP, Paychex, Workday, Connecteam, BambooHR.
- Features: Integrated with payroll and HR systems, advanced reporting, and compliance tracking.
- Costs: Depending on the scale and features, they can range from $10 to $50+ per monthly user.
Custom Solutions
- Description: Tailor-made software solutions built to meet the specific needs of a staffing agency.
- Features: Custom features, integrations with existing systems, specific reporting, and analytics.
- Costs: Highly variable; can include initial development costs and ongoing maintenance fees. Initial costs can range from a few thousand dollars to tens of thousands, with ongoing costs depending on the scale and complexity.
Mobile Apps
- Description: Mobile applications specifically designed for time tracking and management.
- Examples: Deputy, Hubstaff, Homebase, QuickBooks Time (formerly TSheets), Connecteam.
- Features: Mobile time tracking, GPS location, push notifications for reminders.
- Costs: Typically from $5 to $15 per user per month.
The Importance of Keeping Employee's Timesheets
Timesheets are crucial tools for staffing businesses, particularly those that bill clients based on hours worked or need to track employee time for payroll and project management purposes. Here are several reasons why timesheets are important:
- Accurate Payroll Processing: Timesheets provide a detailed record of each employee’s hours worked, allowing for accurate calculation of wages, salaries, overtime, and other compensation. By recording start and end times, breaks, and any deviations from the standard work schedule, timesheets ensure that employees are paid correctly for their time worked.
- Basis for invoicing and Dispute Resolution: Timesheets serve as documentary evidence to support client billing and resolve disputes over hours worked or services rendered. In the event of disagreements or discrepancies, timesheets provide a verifiable record of the time spent on specific tasks or projects, helping to resolve disputes quickly and amicably.
- Signoffs: Timesheets signed by the employee and the customer serve as prima facie evidence that the employee worked the days/hours recorded, and a customer representative validated this. Disclosures on a timesheet where the customer’s representative may sign may add further warranties and representations relating to the signoff, which may further enhance your ability to collect in the event of a dispute.
- Compliance with Labor Laws: Timesheets help businesses comply with labor laws and regulations governing overtime, minimum wage, and other labor standards. Timesheets help mitigate the risk of costly fines, penalties, and legal disputes by accurately tracking employee hours and ensuring compliance with legal requirements.
- Project Tracking and Billing: For businesses that invoice clients based on billable hours or need to track time spent on specific projects or tasks based on a fixed purchase order, timesheets provide valuable data for project management and invoicing purposes. Timesheets allow businesses to track time against the fixed contract or purchase order amount accurately.
- Employee Accountability and Transparency: Timesheets promote accountability and transparency in the workplace by requiring employees to record their hours worked accurately. By tracking time systematically, businesses can deter time theft, unauthorized overtime, and other employee misconduct. Timesheets also foster a culture of transparency and trust between employers and employees by clearly documenting work hours and expectations.