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What is a timesheet ?

A timesheet is a data table that an employer can use to track the time a particular employee has worked during a certain period. Businesses use timesheets to record time spent on tasks, projects, or clients.

Use of timesheets is very important. Businesses use timesheets to:

• Assess and improve productivity of employees, teams, departments through better time management. This is leads to continuous improvement of operations, more accurate planning of projects, efficient use of resources and increase of profitability.
• Use the data produced to other functions of the company such as budgeting, payroll, client invoicing.

There are various methods of timesheet solutions available. These include:

• Paper-based systems. These systems are outdated, they have gradually given way to software solutions.
• Spreadsheet software. The most popular spreadsheet software used for timesheet solutions is Excel.
• Cloud based time-tracking software. These software solutions offer a wide variety of functionality beyond other systems.

Spreadsheet solution

You can download free spreadsheet templates (as either Excel sheets or in pdf  format), and fill them out.

This is a weekly project time tracking spreadsheet where you can enter project name, client, activity and total billable hours worked per day. Download in excel or pdf format.

This is a weekly time tracking spreadsheet with: Start Time, End Time, Break Start, Break End, Vacation/Sick Hours, Regular Hours, Overtime Hours, Total Hours Worked, Weekly Totals. Download in excel or pdf format.

Although the spreadsheet based systems are simple to use due to their tabular nature and familiarisation of employees with spreadsheet software like excel, there are a lot of disadvantages:

• They are error prone systems. It is more likely to make a mistake when you enter the data manually. Employees can forget to fill in all data. Also, entries can be altered by mistake or deleted and restoring can be difficult, leading to incorrect calculations. Further, the formulas applied for calculations may not be correct.
• They are time consuming and difficult to handle. It is not simple to track time for all projects and resources in cases of multiple projects and employees. Additional human resources might be needed to collect all spreadsheets on a weekly basis or monthly basis and combine all data to accurately produce reports for time worked per employee, project, etc.

Cloud based time-tracking software

Nowadays there are numerous applications/software solutions available that can help you automate the time tracking process of each task carried out by your teams.

The advantages of using a cloud-based time tracking software are:

• Accessibility. These online time tracking solutions are easily accessible via a browser connected to internet, from any device.
• Security. They are cloud based, hence data updates and integrity are ensured, with no security threats.
• All data in one place. There is no need to collect timesheets manually and combine data, everything is in one place.
• Real time tracking. Depending on the use of the time tracking software, employee data input are visible in real time, as well as progress of tasks, projects, etc.
• Reporting. These systems have powerful reporting capabilities, and data export functions. Reports per project, task, employee, can be viewed automatically and ensure that calculations are correct.
• Other functions. These solutions often include other functions such as billing modules, tasks management features, advanced functionalities for supervisors, etc.

Managing everything in one application has many advantages as mentioned above, but initial user training and support by the application provider may be required to set up and configure the workspace (users, clients, tasks, reports, etc.) and verify that everything runs according to the needs of the business.

Kronometrics is an online time tracking application that can help you make the best out of your time.

Kronometrics team is always here to support. You can send us an email at contact@kronometrics.com to book a demo or request support in the application onboarding.

Start your free trial now and see what time tracking can do for your business!