What is a timesheet?

Businesses use timesheets to keep track of the hours their employee’s work. They’re an excellent tool to support your time management and enhance your operations.  

Timesheets are not a new concept; in fact, they have been used since the 19th century. And while traditional timesheets relied on good old pen and paper, modern HR has advanced way beyond this. Giving small businesses the choice of timesheet software, apps and more.  

No matter your stance on the digital vs paper debate, there’s no doubt that timesheets are effective tool for managing your staff. 

Definition of a timesheet  

Essentially a timesheet is a HR record that is used to track the amount of time an employee spends at work. Beyond just clocking in and out, timesheets can also be used to track how long an employee spends on each task within their day and how long their breaks last. They are usually used to support: 

• Payroll – calculating wages based on exact hours worked  

• Project management – oversee time spent on individual projects  

• Billing of clients – When offering services, clients can be billed for time required to complete work (particularly useful for agencies)  

• Compliance – stay compliant with the UK’s Working Time Regulations 1998 

Digital timesheets  

While timesheets can be created manually, using the likes of an Excel template, more often than not, businesses will opt for a digital timesheet. And while there are many options for how this may be accessed and used, they share the same foundations.  

Timesheet software can be used across both mobile and desktop devices, allowing you and your employees to digitally record working hours.  

Advanced systems also offer clocking in and out and reporting functionality to provide an all-in-one solution for time management.  

Reasons to use a timesheet software  

Aside from modernising operations, timesheet software offers several benefits:  

• An online system makes the entire process paperless. Not only is this good for the environment, but it also means you won’t start losing any crucial information. 

• By having one central system for staff to input their hours, a business can run a more efficient payroll process. 

• Most HR timesheet software provides push notifications and emails reminding staff to record their hours or clock in/out. So you don’t have to waste time chasing staff.  

• You can tailor a software to your needs, turning on and off reminder settings for example, or setting a date for which all timesheets are due.  

• Save time by with a more streamlined process—you can also understand where you’re wasting labour time and improve your procedures 

• Automate client and customer billing for your staff’s time to improve greater accuracy 

• With the improvements a software can provide your operations, you may even find yourself saving money too!  

More on the benefits of timesheet for businesses can be found in our handy guide.  

Timesheet management 

Whether you run a busy digital agency or a small café in your local town, timesheets can be invaluable in supporting the management of your team. Keeping records accurate and up to date whilst streamlining operations. To implement a proper process for timesheets in your business, you should first decide how often you wish to record employee working hours. Whether this is:  

• Daily 

• Weekly 

• Bi-weekly 

• Monthly 

These are the most common periods of time that a timesheet might cover. 

The frequency with which you pay your staff (e.g. weekly, monthly) will help you work out which type of timesheet works best for your payroll processes.

Important data to include in a timesheet 

• The name of the employee or worker 

• The dates that the timesheet covers 

• The name of the person to approve the timesheet (this is optional, but it could help with processing) 

• Days of the week 

• Start time 

• Finish time 

• Amount of break time, e.g. lunch 

• Amount of travel time (if this is in their pay) 

• Any overtime, double time 

Communicating with your staff  

The next step in effectively implementing the use of timesheets (digital or paper) in your business is to educate your staff. Clearly define your expectations and explain why and how a timesheet is required.  

If staff are hesitant or unsure, it is best to explain how the timesheets will benefit both them and the business.  

If you want to get started and need a quick timesheet template, we have written a guide on how you can create a timesheet within Excel.  

Looking for a digital solution?  

Look no further than BrigthHR! The all-in-one HR software provides a range of automated HR features to save you time and money. With tools like a clocking in and out app, you can accurately record employee working hours and produce timesheet reports with real-time data.  

Keep on top of your time management with BrightHR’S award-winning HR software today. Book your free demo to discover more.