# Time tracking for facility service providers > Time tracking for facility service providers. Mixed teams in many client buildings, hours per contract and site, extra work kept apart, approval per site. URL: https://timetracking.tech/for/facility-management Language: en Last updated: 2026-10-26 You run cleaning, maintenance, reception and hospitality in dozens of client buildings. Each has its own contract and its own contact person. TimeTracking puts every hour on the right building and contract. It keeps extra work apart. Each site manager approves only their own building. Start free for up to 5 users, then from €1. ## How facility service providers use TimeTracking 1. **Map clients, buildings and contracts**: Each building becomes a site under its client. Contract work and extra work are separate projects. Their hours never get mixed. 2. **Teams track per building**: Receptionists confirm their rostered shift. Technicians track job by job. Cleaners record each visit. Everyone uses the same app in their own language, or a kiosk tablet in the building. 3. **Contract versus actual**: Planned versus worked hours per building and contract show where you go over the agreed hours. You see it while the month is still running. 4. **Approval per site, then export**: Each client contact approves the hours for their own building through a magic link. Approved periods go to payroll, and as an export to your invoicing. ## One company, many disciplines In facility services, people have very different days. A receptionist works a fixed shift in one building. A technician visits six buildings in a week. A cleaning team does short evening visits. A host fills in at a client event. TimeTracking handles all of them in one app. Rostered shifts, timed jobs and short visits all land in the same period. Same approval flow, same payroll export. Each employee only sees their own shifts and entries in the app. Planners see the whole picture per building or client. - Fixed shifts, jobs and short visits in one system - Rosters filtered by building or client - Apps in 20 languages, chosen by each employee - Kiosk in the building for staff without a work phone ## Contracts per building Most facility contracts set a number of hours or a service level per building. TimeTracking links every hour to the right building and contract. Planned versus worked per building shows when a contract runs over. So the account manager can talk to the client before the monthly report, not after. Does a client have several buildings? Report per building and in total, for any period. ## Extra work kept apart Work outside the contract is where you win or lose margin. A leak that needs a technician tonight. An extra clean after a renovation. Setting up for a client event. In TimeTracking extra work gets its own project at the same building. Its hours never vanish into the contract hours. A note on each entry says what was done. The export shows the lines separately. TimeTracking does not create invoices. It sends approved hours per building and project to the invoicing tool you already use. Use CSV and XLSX exports in your own layout, or the REST API. - Contract work and extra work as separate projects - A note per entry explaining the extra work - Separate lines in reports and exports ## Approval per site, by the right person With large clients, nobody at head office knows if the hours in a regional building are right. The site manager does. You can split approvals per site. Each contact gets a secure magic link for their own building only. They see each employee's days, times and notes. They approve or reject lines with a comment. No account or password needed. Their name and the time of approval are recorded. Clients with many approvers can also get an optional portal. There each manager sees only their own people. ## Rosters that follow the buildings Fixed posts such as a reception desk or a service point run on repeat shifts. When someone calls in sick, the planner sees which building is affected. They can offer the shift as an open shift to a group of colleagues, for example those who already know the building. Approved leave and rest-time rules are checked before the roster goes out. On Pro, predictive time tracking proposes the day from the roster. Staff on fixed posts confirm a normal day in one tap. ## Payroll and the rest of your stack Approved hours, overtime, travel between buildings and expenses go to payroll in one export. Today: an SD Worx-format export and CSV and XLSX files in your own layout. Loket, Nmbrs and AFAS connectors are coming soon. Exported periods are locked. So payroll, the client report and TimeTracking always agree. Fixes go into the next open period. Free for up to 5 users, then €1 per user per month on Core. No add-ons, no seat minimum. Start free today. ## Frequently asked questions ### Can one employee work in several client buildings? Yes. Every entry carries its own site and project. A technician who visits five buildings in a day has five correct entries. ### Can each client see only their own building? Yes. You can split approvals per site. Every contact approves only the hours for their own building, through a magic link. ### How do we keep extra work separate from contract hours? Give extra work its own project at the building. Its hours are reported and exported separately from the contract hours. ### Does TimeTracking create invoices? No. It exports approved hours per building and project to your invoicing tool as CSV or XLSX, or through the API. ### Can staff without a work phone clock in? Yes. With a kiosk tablet in the building, they clock in and out with a personal 6-digit PIN. You can tie the kiosk to that location. ### Which plan do we need? Core at €1 per user per month covers rosters, client approvals, mileage and payroll exports. Pro at €3 adds predictive time tracking. It also adds the AI parser for hours that clients send in their own format.