Stop Tracking Staff Hours on Paper Timesheets
Our pre-built HR module gives your field teams a mobile app to clock in/out with GPS verification, tracks hours automatically, and generates timesheets for payroll. Used by 10+ UK businesses with mobile workforces.
Deployed in 1-2 weeks. Fixed price. Proven results.
Sound Familiar?
Your staff work across multiple sites. Tracking their time is a nightmare.
The paper timesheet reality:
- Staff fill out paper timesheets at end of week (always "estimated")
- No way to verify when they actually arrived at a site
- Overtime claims you can't verify
- Payroll takes 4+ hours because you're deciphering handwriting
- Staff forget to submit timesheets (payroll delayed)
- Disputes about hours worked ("I was there until 6pm!" / "Your sheet says 5pm")
- No visibility into who's where during the day
- Clients asking "Has your team arrived yet?" and you have no idea
- Can't bill clients accurately because time tracking is guesswork
You're paying for hours you can't verify. And admin is eating your profit.
GPS-Verified Time Tracking for Field Teams
Our HR module gives your mobile workforce a simple app to clock in/out with GPS verification. You get accurate timesheets, real-time visibility, and payroll-ready data.
What's included:
Mobile App for Staff
- Clock in/out with one tap
- GPS location recorded automatically (know exactly where they clocked in)
- Job selection (if working multiple sites/clients)
- Break tracking
- Photo capture (proof of attendance, completed work)
- Offline mode (works without signal, syncs later)
- Simple enough for anyone to use
GPS Verification
- Geo-fencing (staff can only clock in when they arrive at site)
- Location history (see movement throughout day)
- Late arrival alerts
- Early departure notifications
- Site radius configuration (flexible for large sites)
Digital Timesheets
- Automatic timesheet generation
- Manager approval workflow
- Overtime calculations (automatic flagging)
- Export to payroll systems (Xero, Sage, or CSV)
- Historical timesheet access
- Dispute resolution (GPS + photo proof)
Manager Dashboard
- Real-time view of who's clocked in where
- Daily/weekly hours by staff member
- Site coverage view (who's on which job)
- Timesheet approval queue
- Overtime monitoring
- Missing clock-out alerts
Job/Site Management
- Create jobs and assign staff
- Track time per job (for client billing)
- Job notes and special instructions
- Client billing reports (hours worked per client)
Reporting & Analytics
- Hours worked by employee/date/site
- Overtime reports
- Productivity tracking
- Client billing summaries
- Attendance patterns
- Export everything to Excel
The result: Accurate time tracking. No more paper. Payroll in 30 minutes instead of 4 hours. Know where your staff are in real-time. Bill clients accurately. Stop paying for unverified overtime.
Solution visualization
How It Works
Simple, transparent process from problem to solution
How We Deploy the HR Module
Week 0: Demo & Workflow Planning Book a demo. We understand your sites, shifts, and payroll needs. If it fits, we schedule deployment.
Week 1: Setup & Training
- Add your staff to the system
- Configure your sites/jobs with GPS boundaries
- Set up shift patterns and overtime rules
- Train managers on dashboard (1 hour)
- Train staff on mobile app (15 minutes, group session or video)
Week 2: Go Live
- Staff start using the app
- Run in parallel with old system for verification
- We monitor daily and answer questions
- Adjust geo-fencing if needed
Week 3+: Full Operation
- Stop using paper timesheets
- Payroll integrated
- Monthly check-in to optimize
- Ongoing support included (£150/month)
Timeline: Most companies are fully operational within 2 weeks.
Real Results
See how we solved this exact problem for a UK business
Manchester Facilities Management - From Paper to GPS
Before: 25 mobile staff across 15 client sites. Paper timesheets submitted Friday (or Monday if they forgot). 4 hours every Friday reconciling timesheets. Overtime disputes monthly. No way to know if staff actually worked the hours claimed. Client billing based on estimates (undercharging by ~15%). Payroll delayed when timesheets not submitted.
What we deployed:
- HR module with mobile app for 25 field staff
- GPS geo-fencing for 15 client sites
- Integration with Xero payroll
- Client billing reports
- Manager dashboard for real-time visibility
After:
- Zero paper timesheets
- Payroll time: 4 hours → 25 minutes
- 100% GPS-verified hours (no more disputes)
- Client billing accuracy: 15% revenue increase
- Real-time visibility (managers see who's where)
- Overtime down 20% (staff know they're being tracked)
- No more "I forgot my timesheet" payroll delays
- ROI achieved in 2.5 months
Operations Manager quote: "We thought we needed this for time tracking. We got that plus real-time visibility, accurate billing, and eliminated overtime disputes. Staff behavior improved because they know GPS is tracking them."
What You Get
Everything you need to solve this problem permanently
GPS Clock In/Out
Staff clock in with one tap, GPS records exact location. Geo-fencing ensures they're actually at the site. No more "I was there at 8am" disputes when GPS shows 8:42am arrival.
Mobile App (Simple Enough for Anyone)
One-tap clock in/out. Works offline. Takes photos for proof of work. No complicated features - just what field workers actually need. 15-minute training, then they're good.
Automatic Timesheets
System generates timesheets automatically from clock in/out data. Manager approves. Export to payroll system. What took 4 hours now takes 20 minutes.
Real-Time Staff Visibility
Manager dashboard shows who's clocked in where, right now. Client calls asking "Has your team arrived?" - you know instantly. No more "let me call them and find out."
"We saved 3.5 hours per week on payroll admin alone. The bigger win was eliminating overtime disputes and knowing our staff are actually where they say they are."
Common Questions
Q: How much does it cost? A: £7,995 one-time setup fee + £150/month support (includes hosting, updates, unlimited support). No per-user fees (use it for 10 staff or 100 staff, same price).
Q: How long does deployment take? A: 1-2 weeks. Week 1: setup and training. Week 2: go live and parallel running. Most companies are fully operational within 14 days.
Q: What phones does the app work on? A: iPhone (iOS 13+) and Android (8.0+). Works on any modern smartphone. Doesn't require expensive devices.
Q: What if staff don't have smartphones? A: They'll need smartphones for GPS clock in/out. Basic Android phones work fine (£50-£100). If that's not viable, we can add tablet check-in stations for fixed sites.
Q: Can staff cheat the system? A: GPS geo-fencing prevents remote clock-ins. They must be within your configured radius (e.g., 100 meters of site) to clock in. Location is logged with timestamp. Photo capture optional for extra verification.
Q: What about privacy concerns? A: GPS tracking only active when clocked in. Once they clock out, no tracking. Complies with GDPR. Staff consent required during onboarding.
Q: Do you integrate with our payroll system? A: Direct integration with Xero and Sage payroll. For other systems, we export CSV/Excel in your required format.
Q: Can it handle complex shift patterns? A: Yes. Day shifts, night shifts, rotating shifts, on-call, split shifts. Custom overtime rules (e.g., 1.5x after 8 hours, 2x on Sundays).
Q: What if someone forgets to clock out? A: Manager gets alert for missing clock-outs. Can manually clock out staff or system can auto-clock-out after X hours. Manager approves all timesheets anyway.
Q: Can we track time per job for client billing? A: Yes. Staff select which job/client when clocking in. Reports show hours per client for accurate billing.
Q: What about site access? A: We configure geo-fence radius per site. Large sites (e.g., hospital campus) can have wide radius. Small sites (specific building) can be tight. Fully customizable.
Trusted by UK Businesses
300%+
Average Client ROI
Within 12 months50+
Projects Delivered
Across UK businesses24hr
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