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TimeTracking

Time tracking for field service and installation teams

Installers and service technicians do four or five jobs a day at customer addresses, with driving in between and a van full of parts. TimeTracking records hours per job, travel and kilometres as the day happens, so the office gets reliable figures for payroll and job costing without deciphering handwritten work orders.

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Animated demo: a service technician drives to a job, tracks the job and adds a note, moves on to the next address, and the day ends with hours per job, travel time and kilometres. On the road, On the job, Next address, Day to the office.

From the first job to payroll in four steps

  1. Customer addresses as sites

    Each customer address becomes a site, linked to a client and, where useful, to a project such as a maintenance contract. Technicians pick the job in the app.

  2. Track job by job

    The technician starts the timer at the door and stops it when the job is done. Travel time and kilometres between jobs are added as trips, with the distance calculated from the addresses.

  3. Notes and receipts with the job

    A short note on each entry records the work order number, what was done or the parts used. Parking and small purchases go in as expenses with a photo of the receipt.

  4. Approve and export

    The planner or office approves the week. Hours, travel time, mileage and expenses go to payroll in one export, and hours per customer are ready for your invoicing or job costing tool.

A day of jobs, not a day at one site

A technician rarely spends a full day in one place. A boiler service in the morning, a call-out at lunch, two installations in the afternoon. In TimeTracking every job is its own entry against the customer address, with a start and end time, so the hours per job are clear even when the plan changed three times before noon.

Planners can put the expected jobs in the roster, so the technician sees the day in the app. Planned versus worked per job then shows which kinds of jobs take longer than you quote for.

  • Several jobs per day, each on its own address
  • Start and end time per job
  • Planned versus worked per job and customer
  • Timer that keeps running after a restart and works offline

Travel time and mileage that hold up

Driving between customers is working time for most technicians, and kilometres in a private car or a company van have to be recorded for reimbursement and tax. Trips are added to the day with a start and end address. The distance is calculated from the route and the travel time is recorded as its own hour type, so it can be paid according to your agreement and kept out of the hours per customer if you prefer.

TimeTracking does not follow technicians with GPS during the day. The record is built from the trips they add, which is easier to explain to your team and still gives the office the figures it needs.

  • Kilometres per trip, distance from the route
  • Travel time as a separate hour type
  • Mileage rates per employee
  • No continuous GPS tracking

Notes, parts and work orders

Your work orders probably live in a planning or ERP system, and that is where they should stay. TimeTracking does not manage work orders or stock. What it does is let the technician add a short note to each entry: the work order number, what was done, which parts were used or why a follow-up visit is needed. The note travels with the hours to approval and to the export.

Small purchases on the road, such as parking or a fitting bought at the wholesaler, are added as expenses. A photo of the receipt is attached and AI reads the amount and date, so the technician only has to check them.

Call-outs and overtime

Service work does not stop at five. A call-out in the evening or on a Saturday is recorded as its own entry with its own times, so overtime and irregular-hours allowances can be mapped to the right payroll codes in the export.

Approved periods are locked after export. If something needs correcting later, it becomes a line in the next period instead of a silent change, so payroll and your records always agree.

Customer sign-off when the contract asks for it

Some customers, such as housing associations or facility managers who outsource maintenance, want to approve the hours before you invoice. They receive a secure magic link, see the visits to their addresses with times and notes, and approve or reject lines with a comment. There is no account and no password, and their name and the time of approval are stored.

Hours in, the rest of your stack stays

TimeTracking is not a field service management suite. It does not plan routes, manage work orders or send invoices. It delivers approved hours, travel and expenses: to payroll with the SD Worx-format export or configurable CSV and XLSX files, and to your invoicing or job costing tool through exports or the REST API. Connectors for Loket, Nmbrs and AFAS are coming soon.

Frequently asked questions

Can technicians record several jobs per day?

Yes. Each job is its own entry against the customer address, with a start and end time and an optional note. Travel time between jobs is recorded separately.

Is mileage calculated automatically?

Technicians add a trip with a start and end address and the distance is calculated from the route. TimeTracking does not record a continuous GPS trail.

Can TimeTracking replace our work order system?

No. TimeTracking does not manage work orders, stock or invoices. Technicians can add the work order number and what was done as a note on each entry, and approved hours can be exported or read through the API.

What if there is no signal in a basement or plant room?

The timer keeps running offline and hours are queued on the phone until it is back online.

Does the timer start when a technician arrives at a customer?

No. Geofence nudges at configured addresses are planned, and even then they will only send a prompt. Today technicians start the timer themselves, and an email reminder catches days with missing hours.

What does it cost?

Free for up to 5 users, then €1 per user per month on Core, including rosters, mileage, travel time, expenses, approvals and payroll exports. Pro at €3 adds predictive time tracking and the AI parser.

Related pages

Try TimeTracking free

Free for up to 5 users. Core from €1 per user per month, everything included.

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