Track time and approve hours

In the app: Field → Timesheets14 stepsOpen it in the app →

1. 1Step 1: Set up time tracking in one place

   Open Settings → ⏱ Time Tracking Setup. Start with How does your team clock in?

   • 🕖 Shift: everyone clocks in at the start of the day and out at the end of the shift. After-hours and on-call calls get their own clock in and out.
   • 📍 First job: techs are clocked in automatically when they arrive at their first job.
   • ✋ Manual only: everyone taps Clock In and Clock Out. Nothing happens automatically.

   The same page holds work hours (company and per person), who’s on call, clocking out at home, hourly billing for residential and commercial customers, and lunch and breaks. Click Save at the bottom.

2. 2Step 2: Shift mode: the day shift and after-hours calls

   In Shift mode, nobody can clock in before the work hours start. You can also turn on Clock techs in automatically when they arrive at the shop, which uses your Company Profile address. If someone’s still clocked in a while after the shift ends (30 minutes unless you change it), their app reminds them to clock out.

   For a call after hours, the tech clocks in again. That punch is kept apart from the day shift and marked After hours, or On call when they’re the on-call tech. Hourly customers are billed the after-hours rate for it.

3. 3Step 3: Pick who’s on call

   In Settings → ⏱ Time Tracking Setup under On call (or on the dispatch board), pick tonight’s on-call tech, or open Weekly schedule to set a rotation and change single nights. The tech on call gets after-hours calls from your phone line, sees 📟 You’re on call and ＋ Add service call in their app, and can clock in outside work hours for an on-call call. Everyone else still can’t clock in early. Change the pick and all of that moves to the new tech.

4. 4Step 4: Clock in and out

   Open Field → Timesheets (or the time clock in the tech app) and tap Clock In, with an optional note. Tap Clock Out at the end.

5. 5Step 5: Log hours after the fact

   On Log Hours, enter the date, hours, type and a note, then Submit Hours.

6. 6Step 6: Approve hours

   Managers open Approvals, review the hours and approve them. Approved time posts to your books.

7. 7Step 7: Clock someone out from the office

   Forgot to clock out? Managers can do it for them. Find the person under On the clock now on this page, on the dispatch board or on Settings → Users & Permissions, or right-click their van, and click Clock out.

   The dialog shows when they clocked in and warns you if they’re still on a job. Set the clock-out time (it starts at now), add a Reason if you like (for example, “Forgot to clock out”), and tick Text the tech that they were clocked out if you want them told by text, which needs the phone system add-on. Click Confirm clock out. The hours go to the timesheet for approval like any other.

   The tech sees a notice in their app: “You were clocked out at … by …”, with your reason, and taps Got it.

8. 8Step 8: Bring in ADP payroll (if you use it)

   Open Money → Payroll · ADP to import an ADP payroll report so pay runs land in your books. Our own payroll is coming in December 2026; see payroll.

9. 9Step 9: Turn automatic clock-in on or off

   The 📍 Auto clock-in at first job switch is at the top of the Time Clock page (also under Setup → 📍 Auto Clock-In). One tap turns it on or off for everyone. Options holds the distance, how early, auto clock-out, and whether techs may pause it for the day. Per tech lets you set each person to On, Off or Company default.

10. 10Step 10: Auto clock-out at home

    Turn on 🏠 Auto clock-out at home when not on a call under Options. Techs save a private home spot in the app (Settings → Home). When they've been home a few minutes and aren't on a call, they're clocked out and get a "Wrong? Tap to fix" notice that undoes it with no hours lost. Home spots are never shown on the map, and nobody is tracked at home off the clock.

11. 11Step 11: See time between calls (Day & Drive)

    The Day & Drive tab shows each tech's day from job arrivals and departures: on the clock, on jobs, driving, travel billed and time between calls, with a timeline and % on jobs. This week by tech shows the weekly totals.

12. 12Step 12: Bill labor and travel to hourly customers

    Pick the default for residential and for commercial customers in Settings → ⏱ Time Tracking Setup → Billing for hourly work: Flat rate, Hourly or Hourly with travel. Residential can be hourly too, and labor, travel and the after-hours rate work the same way for homes and businesses. To set one customer differently, open the customer and use 💲 Billing & labor rate: pick Hourly or Hourly with travel, a labor rate and, if it’s a quoted rate, the date it’s good until (the office gets a reminder 14 days before). Use Billing type & labor rate for many customers to set a whole group at once. Company rates (labor, travel, after-hours, minimum travel, rounding) are on the same setup page. Flat-rate customers, and any job you set to flat rate, use your price book prices.

    The after-hours rate applies to hourly jobs that are on call or an emergency, or that start outside your work hours.

    On an hourly job the tech sees a live On site counter with the suggested labor and travel to bill.

13. 13Step 13: Pause travel for a stop

    Travel runs from the end of the last call to Arrived at the next one. If the tech stops for gas, lunch or the parts house, they tap Pause travel in the tech app and Resume travel after, so the next customer isn’t charged for it. A pause never changes the hours the tech is paid for.

14. 14Step 14: Work hours and on-call

    Set each tech's work hours on their team card (Staff → Teams → 🕖 Work hours), or company hours in Settings → ⏱ Time Tracking Setup. Nobody can clock in before their start time; owners can exempt themselves. When someone is on call and has an on-call job, the hours don't apply and the punch is marked on call. If you allow early-start requests, approve them at the top of this page.

Your ticks are saved in this browser only. Updated October 2026.