What You Want in Small Enterprise Time Monitoring Software program

Not each enterprise is identical, so every enterprise’s workflow can fluctuate drastically from the following.

There’s one factor we all know for certain, although: Anybody can profit from having timekeeping software program. Generally, it permits you to spend much less time on spreadsheets and extra time on the extra vital duties in your day. The truth is, utilizing timekeeping software program can minimize your payroll processing down by 3 hours every month. On high of that’s the capability to save cash by decreasing time theft and stopping pricey payroll errors.

What small companies want in a fundamental timekeeping instrument

On a really fundamental degree, your time monitoring software program of selection ought to verify some key containers. These are the methods software program elevates and streamlines your course of in comparison with these, um, tedious handbook spreadsheets.

Means to deal with time playing cards and timesheets

Irrespective of the best way your corporation buildings its time necessities, your timekeeping instrument ought to be capable of deal with it. Understanding the variations between time playing cards and timesheets is step one in ensuring that occurs.

Time playing cards confer with the standard means of monitoring time, the place staff punch out and in utilizing some form of clocking system. This may be with bodily punch playing cards (discuss old-school), clocking stations with fingerprints or PIN entry, and even by an internet app when you’re extra tech savvy. Work hours are recorded all the way down to the minute based mostly on the punch time. Time playing cards are standard with shift-work industries, like eating places and retail.

Timesheets, alternatively, go away recording hours as much as the worker. Complete hours for the day are written down on the timesheet by the worker, with out a lot element of once they began or stopped. Since there isn’t a by-the-minute breakdown like time playing cards, timesheets are normally standard with hourly workplace employees who’ve a constant work schedule.

Time approval by directors

Irrespective of your recording fashion, the flexibility for directors to evaluation, alter, and approve worker work hours is essential. Directors and managers want to have the ability to see hours at a high degree to evaluation how a lot staff are working, when, and the way precisely their time is recorded.

When an adjustment does have to be made, timekeeping software program ought to maintain it easy—as soon as a change happens within the system, it ought to routinely re-calculate issues like common and additional time hour totals and the ensuing pay charges. Adjusting handbook spreadsheets means you’re left to do that math your self.

Clocking restrictions to forestall time theft

We’ve talked about it earlier than, and we’ll point out it once more: Time theft isn’t any joke. 49% of US staff and 63% of Canadian staff brazenly admit to time theft, clocking in early or leaving late to get a couple of additional minutes of pay every day. Although it appears innocent in small doses, this provides as much as about 11 billion in misplaced income for companies annually.

That being mentioned, timekeeping software program ought to embody prevention options to verify your staff are clocking hours precisely. This may be something from time rounding to forestall late punches to location restrictions to forestall clocking off-site. The options your corporation will use will rely in your most well-liked clocking processes in your staff.

Constructed-in guidelines to help in compliance

With regards to worker hours, additional time regulation compliance is usually a huge concern for some companies. Automating timekeeping also needs to think about compliance laws as effectively. Your timekeeping system of selection ought to on the very least provide you with a warning when an worker is edging into the additional time zone, and assist you to calculate what meaning in your payroll.


Because the office turns into extra mobile-friendly, it helps to have instruments that may observe you wherever your workplace could also be. Particularly with timekeeping, it’s useful to capable of get into your software program and make any changes from anyplace with an web connection.

Integration with payroll

This one is an added bonus. Integrations with different enterprise platforms—particularly one thing straight associated like payroll—can prevent time by decreasing the necessity to manually enter information from one system into the opposite. As soon as your timekeeping software program tracks your worker work hours, your payroll system ought to be capable of decide up that data with ease.

When deciphering what system works greatest in your small enterprise. maintain these fundamental options in thoughts. Every of them will be present in Wagepoint’s personal timekeeping app, Observe, which is an obtainable add-on for all of our prospects.

How Observe can streamline timekeeping and payroll

Let’s say you’re at present utilizing a handbook spreadsheet to trace worker hours. Which means each pay interval, it’s important to manually collect your worker’s work hours (both from a timesheet or a clocking system), write them down, do the mathematics on how a lot every worker must be paid, after which enter these hours manually once more into your payroll system.

And when you’re not utilizing some form of payroll software program, the laundry listing will get even longer when it’s important to determine in doing payroll tax calculations. For a few of you, that provides as much as you spending 10 hours a month on payroll alone.

As we talked about earlier than, including a time monitoring system will minimize that point down considerably. Including a time monitoring system that additionally integrates with payroll is even higher.

Enter the answer: Observe by Wagepoint is a tried-and-true answer for small companies that already use our payroll software program. Observe simplifies timekeeping in the identical methods Wagepoint simplifies payroll. It really works greatest for small companies trying to transfer away from tedious handbook processes that gradual them down however don’t essentially want an array of complicated options.

If you happen to’re skeptical, take it from GnarlyBooks—they’re a cloud accounting workforce that makes use of Observe and Wagepoint to assist a few of their small enterprise shoppers streamline payroll:

“For us as a agency, Observe has enabled us to tackle extra shoppers as a result of payroll has turn into a lot quicker.” – Markus McDaniel, GnarlyBooks 

4 methods Observe automates small enterprise timekeeping

Guide spreadsheets are all enjoyable and video games till you discover one thing higher. However not each enterprise wants all of the bells and whistles, particularly since bells and whistles have an upcharge. Observe has a couple of key options that make it a good selection for small companies that want a easy, automated instrument.

1. Ease of use (no muss, no fuss)

Your entire purpose you’re transferring away from a handbook course of is to eliminate the “handbook” half. We get that—which is why Observe routinely syncs with the worker and pay interval data you have already got in Wagepoint.

Import present worker data

Staff are already populated in Observe while you get began since they’re already in your payroll portal. Which means there’s no have to enter the identical details about their wages and pay durations once more.

Select time playing cards or timesheets

There are additionally pre-set choices for monitoring worker time: Time playing cards and timesheets. Selecting one or the opposite routinely connects the worker with the kind of monitoring they should use.

Apply additional time guidelines

Additional time guidelines are additionally already created in Observe. With a number of decisions, you’ll be able to choose a company-level rule in accordance with federal or state/provincial laws and even select a separate rule for particular staff if crucial.

Appropriate worker hours shortly

When an worker will get their time flawed, you’ll be able to simply go into Observe and make the adjustment as an administrator. Observe then does all the additional calculations for you based mostly on the change, so that you don’t need to do the mathematics your self.

Routinely import hours

If Observe is doing the work to trace your worker’s hours, it ought to replace payroll routinely, proper? We predict so. As a substitute of writing your worker’s work hours out once more through the payroll course of, you’ll be able to import them from Observe by clicking one button.

2. Cell capabilities

Having a cell timekeeping system permits your corporation to be extra versatile. Have staff who work at home? No downside—they will nonetheless clock out and in from their very own system. Must make a time correction while you’re out of the workplace? Simply completed since you’ll be able to log in from anyplace.

As a cloud-based app, Observe will be accessed from any system with an web connection (except you make restrictions as a enterprise proprietor, outlined beneath). That is for each directors and staff, who can entry Observe by their present Wagepoint accounts. Staff may clock out and in by Observe’s free cell app, obtainable for each Apple and Android units.

3. Clocking restrictions

Realizing time theft is a outstanding downside—and one the typical small enterprise can’t afford to have. Observe consists of a number of restrictions that you would be able to make use of as a enterprise proprietor to forestall time theft by your staff.

Location settings

With cell capabilities can come points with time theft. Some staff with free vary to clock in anyplace could take benefit, counting time not spent on the job. Observe has a number of location options to assist forestall this, together with location gating (which restricts clocking based mostly on bodily location) and IP deal with gating (which restricts clocking by system utilizing IP addresses and Wi-Fi connections).

Some present Observe customers arrange one system for clocking—like a pill within the breakroom—to make sure staff can solely clock out and in whereas on the job. If you happen to don’t have to be this restrictive, among the different location choices could give you the results you want.

Time rounding

Some staff are notoriously late. If you happen to’re a gracious supervisor, you could let it slide. However over time, even clocking 10 additional minutes a day can add as much as 1000’s of {dollars} in misplaced revenue per yr. A number of that by a handful of employees, and also you’re out of a considerable sum of money.

Time rounding by Observe takes the precise clocking time and “rounds” it to the closest 15-minute interval. You may set when the rounding happens—anyplace from 1 to 14 minutes late can imply dropping quarter-hour price of pay if that’s what you resolve. And for workers who clock out late, you’ll be able to add a rounding characteristic to spherical time down inside sure parameters.

Clocking images

When an worker clocks in for his or her coworker, it’s known as buddy punching. Buddy punching can appear innocent. However once more, it could add as much as vital losses because of time theft. Observe can curb buddy punching by requiring images at clock-in, which may then be downloaded by directors to verify that staff are punching for themselves solely.

Some Observe customers have gotten fairly inventive with this characteristic. One worker at a restaurant would even take his clock-in images from a unique angle each shift—as soon as, he even recruited his fellow staff to assist him dangle the wrong way up for the picture! (Perhaps don’t inform the office security individuals about that one).

4. Integrations with small enterprise payroll and accounting software program

The extra apps that sync seamlessly, the higher. If you happen to’re utilizing totally different apps and software program to get your corporation duties squared away, it is sensible that they impart information between one another when potential.

Since Observe is inherently a Wagepoint product, it imports authorized hours proper into payroll every pay interval. From there, payroll can sync up with accounting platforms like QuickBooks On-line and Xero—which means your labor prices are tracked from begin to end with minimal effort.

Utilizing Observe in your small enterprise timekeeping

When all of your small enterprise wants is a fundamental time monitoring instrument (rather than these devilish paper timesheets or time playing cards), Observe is an effective choice for you. With the important thing options outlined above, you’re certain to avoid wasting helpful time you’ll’ve in any other case spent on creating spreadsheets that may be ridden with inaccuracies.

Do not forget that Observe customers need to be utilizing Wagepoint for his or her payroll. This makes the setup course of less complicated by eliminating the necessity to enter your staff’ data in each portals as they sync up.

When it comes to pricing, Observe is billed as a separate product from Wagepoint on a month-to-month foundation. The value is set by what number of energetic customers you have got on the app, which means you solely pay for the workers that use it to trace their hours. When you have directors or different salaried staff that don’t observe their time, Observe received’t invoice you for them.

Your first month utilizing Observe is totally free so you have got time to arrange and check issues out at your leisure. You may be taught extra about how you can add Observe to your present Wagepoint account right here.

Be taught extra about your time monitoring choices

Observe is a superb fundamental instrument to get your timekeeping transferring. If you happen to want extra in-depth options, you’re in luck—the following two webinars within the Each Minute Counts collection will delve deeper into the nuances of extra complicated timekeeping apps. Signing up additionally provides you entry to the previous two webinars within the collection, together with the demo of Observe.

Multi-Operate Time Monitoring — June 26 at 1 pm EST

Get extra bells and whistles with TSheets, who supplies cell time monitoring suited to companies with subject technicians like electricians or plumbers. Consultants from TSheets will present you the ropes throughout a reside demo. One other plus, TSheets integrates straight with Wagepoint payroll, too.

Restaurant Time Monitoring — July 10 at 1 pm EST

7shifts cooks up a timekeeping expertise that features scheduling and labor price projections in your restaurant. An professional from 7shifts might be doing a reside demo to indicate you the way it works how you can import hours into Wagepoint with one click on.

Signing up for the webinar collection provides you entry to all of the webinars, together with downloads of their recordings so you’ll be able to watch or recap particular person subjects by yourself time.

The recommendation we share on our weblog is meant to be informational. It doesn’t exchange the experience of accredited enterprise professionals.

Writer: Erika Yohn is a savvy Millenial on Wagepoint’s advertising workforce. Now a retired soccer participant, she spends loads of time searching Twitter to remain up to date on the present tendencies – particularly relating to memes. With a hand in all issues advertising, she likes to maintain issues enjoyable and helpful for Wagepoint’s prospects.