Types of timesheets

A business using timesheets to track employee working hours will often choose from daily, weekly or monthly formats. Keeping records of staff hours over a set period of time. Usually, the type of timesheet will be determined by the payroll processes of a business. i.e. how frequently staff are paid and when.  

In this guide we explore the three main types of timesheets:

• Daily

• Weekly

• monthly

Compare their uses and to help you decide the best format for tracking and recording employee time.  

Timesheets by time period

When it comes to recording and tracking employee working hours, there are three main formats of timesheets to consider: monthly, weekly, and daily. Each format serves distinct purposes and can be aligned with payroll and HR processes to enhance efficiency. 

Monthly timesheets

Monthly timesheets are ideal for organisations that prefer a broader overview of employee hours, making them suitable for payroll cycles that occur once a month. They provide a comprehensive summary, which can simplify the payroll process but may lack the granularity needed for day-to-day time management. They may also seem pointless or unnecessary for staff on regular salaried hours.  

Using weekly timesheets

Weekly timesheets, however, offer a more detailed approach, allowing for tracking of hours on a weekly basis. This format is beneficial for businesses that require regular updates on employee productivity and attendance, making it easier to manage workloads and address any discrepancies promptly. 

Weekly timesheets are also ideal for sectors where shift patterns change regularly, and overtime is a more frequent occurrence between employees.  This may include the retail, hospitality or care sectors.

Daily time tracking

Daily timesheets are the most in-depth option, capturing employee hours on a day-to-day basis. This format has proven particularly useful for projects with fluctuating hours or for roles that require precise tracking of time spent on specific tasks.  

Agency-style businesses, such as marketing agencies, are more likely to use a daily timesheet to manage billable hours. While daily timesheets can be more time-consuming to maintain, they provide valuable insights into employee performance and project management. 

Choosing the right timesheet format depends on the specific needs of your organisation, including payroll frequency, project requirements, and the level of detail desired in tracking employee hours.  

The decision is ultimately yours, but there are ways in which you can enhance this process, making it easier to keep track of who has completed their timesheets and when.  

Timesheets suitable for your payroll processes

Ideally your timesheets will align with your pay runs to provide you detailed insights into how many hours an individual has worked and therefore how much they should be paid for their time, this is particularly useful when paying an employee on an hourly or daily rate.  

With modern time tracking software, you can even sync your digital HR and payroll processes, automating this process, without you needing to even lift a finger! with online timesheet software your teams can submit their timesheets digitally, uploading this into the system automatically, directly updating upcoming pay runs with accurate information.  

Timesheets for project management

Other types of timesheets may be used to closely monitor the workflows of an ongoing project, rather than simply recording hours worked.  

A timesheet for project management will clock hours spent on individual tasks, making it easier to oversee a team's use of their time and where enhancements could be made to speed up completion of the project. This could look as simple as an Excel spreadsheet with the following columns: 

• Employee name and job role  

• Project name and task 

• Date and time of record  

• Calculation of hours spent on task in one day  

• Overtime hours (record hours spent on a project outside of allocated time)  

• Billable hours (cost for client if this is an outsourced project, for example)  

Generate instant reports with timesheet software

With automated timesheet reports you can quickly enhance your payroll and HR processes. Gaining immediate insight over how individuals and teams are spending their working time.  

If you wish, you can even request that your team record their lunches and break times, ensuring allocated time is used effectively and various practices of time theft do not creep into the business. 

Get the support you need with BrightHR

Enhance your time tracking and take back ownership of the working day with effective time tracking software.  

Meet Blip, our clocking in app, designed to track when and where your staff start and finish their working day. Find out more about Blip and many of our other features to enhance your people management.