Best Time Entry Apps & Software For Employees | Top 5 Options

ByEric Czerwonka Last UpdatedMarch 18, 2024

5 Best Time Entry Apps & Software (In-Depth Look)

Are you looking to save time and money for your business? Want to analyze operations with the best time entry software? Check out our top 5 picks below 👇

Best Employee Time Entry Software \| Top 5 Picks 📜
Buddy Punch \| Best Time Entry Software for Employees	Read Full Review
Connecteam \| Time Entry Tool for Workforce Management	Read Full Review
Clockify \| Best Free Time Entry Tool	Read Full Review
When I Work \| Best Time Entry Tool With Scheduling	Read Full Review
OnTheClock \| Best For Employee Time Tracking	Read Full Review

Time entry software is essential for both businesses and people as it helps us keep track of time better than punching in and out like we used to.

Now, it’s all about being efficient, accurate, and productive.

For businesses, this software helps them pay employees correctly, track time spent on different projects, and comply with labor laws.

Employees benefit too, as they can see how their time is being used and ensure they’re getting paid for all the hours they work.

Top three issues that time entry software resolves for employers and employees.

Time Management: It helps employers manage when employees work and their tasks. Employees can also easily keep track of their own time.

Accurate Payroll Management: Ensures precise calculation of wages, deductions, and benefits, preventing errors and discrepancies in employees’ pay.

Compliance: By automatically keeping track of hours worked and any overtime, the software helps businesses follow the rules about how much employees should work. This lowers the chances of getting into trouble with the law.

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What is Time Entry Software?

Time entry software helps you track how much time you spend on tasks and projects. It lets you record hours worked, track payroll, and monitor productivity easily.

By automating time tracking, it saves time and reduces errors.

It also helps in managing projects, resources, and budgets efficiently. In other words, your project budgeting gets easier.

Best Time Entry Software | Top 5 Picks

Here are our the top 5 employee time entry software picks.

1. Buddy Punch

Buddy Punch is a time tracking tool used by businesses of all sizes in different industries. Whether it’s a small startup or a big company, Buddy Punch helps people easily keep track of their work hours.

In retail and healthcare, Buddy Punch is handy for keeping an eye on when employees come to work, how long they work, and making payroll smoother.

What makes Buddy Punch special is how well it fits into daily business routines. It’s easier to use than writing things down or using other software, saving time and reducing mistakes.

Employees can clock in and out quickly using Buddy Punch’s time clock app, and managers can see how productive the team is in real-time.

Buddy Punch also offers many useful features for businesses. It can create time reports that suit the business’s needs and warn if someone is working too much overtime.

This helps businesses stay organized and follow labor laws.

Overall, Buddy Punch is great because it gets rid of old-fashioned ways of tracking time and does more than other similar tools.

Its easy-to-use design, helpful features, and flexibility make it popular for businesses who want to manage time better and get more done.

How Buddy Punch Time Entry App Works

Here’s a simplified explanation of how the Buddy Punch time entry app works:

1. Clocking In and Out:

Employees can easily start and finish their work shifts using our app on their phones, tablets, or computers.

2. Tracking Work Hours:

The software tracks regular work hours, time off, extra hours worked (like overtime), and other related details.

3. Exporting Data:

You can save and download this information in either Excel or PDF format.

In simple terms, it’s a tool that helps employees log their work hours, managers keep track of their team’s time, and easily save the records for future reference.

Features to Help You Increase Employee Accountability (Geofencing, Photos on Punch, and More)

Are you looking for time entry software that boosts employee accountability? Look no further than Buddy Punch.

With real-time insights into employee hours, GPS tracking, and webcam images for every clock-in and out, you’ll always know who’s on the clock.

Buddy Punch offers various team management features to help keep employees honest and prevent buddy punching.

Depending on your business’s needs, you can optionally activate one or several of the reporting features below.

1. Real-Time Time Tracking

In the Buddy Punch system, we’ve added a cool real-time time tracking feature.

This functionality allows employers to monitor employee activity, promoting transparency and accountability.

With real-time tracking, managers can ensure that employees are working on the right tasks at the right time, helping to boost productivity and efficiency.

Additionally, it enables employers to promptly address any issues or concerns, fostering a culture of accountability within the organization.

2. Customization

Buddy Punch offers customizable features like job codes, locations, and flexible punch options, ensuring it perfectly fits your business needs.

3. Punch Limiting

Buddy Punch helps companies keep track of when employees start and finish work.

scheduling Punch Limiting (Time limits) img

One standout feature is Punch Limiting.

This tool lets businesses decide when employees can clock in or out.

They can set specific times that match scheduled shifts or let employees punch in or out independently.

Punch limiting stops workers from punching in at the wrong times, ensuring everyone follows the rules and arrives on time.

When there are clear rules, employees know what’s expected, which makes work smoother and more dependable.

4. Facial Recognition

With Facial Recognition, employees can effortlessly clock in and out using live pictures from their webcams.

Facial Recognition Punch with Buddy Punch

This stops any worries about people punching in for their friends.

The whole process only takes about 8 seconds on average, making timekeeping faster and reducing the chances of someone stealing time.

By using facial recognition, businesses can ensure everyone is doing their part, prevent losses, and spend their money on labor wisely.

5. Integration Option

Streamline your payroll process with Buddy Punch’s integrated payroll option.

Buddy Punch works smoothly with popular accounting and payroll software like QuickBooks, Paychex, and Gusto, making time entry faster and more accurate for your small business.

6. Payroll Option

Buddy Punch allows you to automatically calculate employee wages based on accurate time entries, reducing errors and saving time.

Payroll > Documents in the Buddy Punch Dashboard

It also helps you simplify tax filings with automatic submissions and comply with local legislation.

Enjoy hassle-free payroll management, allowing you to focus on growing your business.

Features to Help You Save Time on Payroll (Payroll Provider Integrations, Time Off Tracking, and More)

Buddy Punch offers a wide variety of time and project management features to increase the efficiency of your payroll process.

Depending on your business’s needs, you can optionally use one or several of the features below.

Payroll Reports on Demand

As mentioned, our employee timesheet app tracks and adds up regular employee hours, time off, overtime, and more.

You can export these detailed reports in the form of Excel CSV (pictured above) or Adobe PDF.

Payroll Provider Integrations

Traditionally, you’d have to manually input employee hours (and other information) into your payroll provider and invoicing software. But with Buddy Punch, you can save time and set up an integration with:

QuickBooks Online (See setup instructions.)
QuickBooks Desktop (See setup instructions.)
Paychex (See setup instructions.)
SurePayroll (See setup instructions.)
ADP Workforce Now (See setup instructions.)
Paylocity (See setup instructions.)
Workday (See setup instructions.)
Gusto (See setup instructions.)
iSolved (See setup instructions.)
Wagepoint (See setup instructions.)
Justworks (See setup instructions.)
Payment Evolution (See setup instructions.)
And more

7. Geofencing & GPS Tracking

Buddy Punch helps you easily track your employees’ time.

Geofencing

It has GPS tracking and mobile time tracking features (android and iOS), so you can make sure your team is where they’re supposed to be.

GPS Setting: Allow GPS Tracking

You’ll also get SMS notifications to remind them of their schedules.

Also, do you want to make sure your employees are where they should be? Buddy Punch can help.

With its Geofencing feature, you can prepare virtual boundaries for work locations.

Employees can only clock in and out within these boundaries.

They get a notification if they try to clock in or out from outside.

Also, you can set up multiple geofences if you have various business locations or worksites from which employees could punch in and out.

This helps businesses track time accurately and save money on labor costs.

Let’s say your business is located at 123 Denrock Street and you want to restrict employee punches to within 500 feet of this address.

The Geofencing feature in Buddy Punch’s timekeeping tool makes this possible!

Create a customizable radius on an interactive map, and employees can only log billable hours when they’re within it.

Enjoy the convenience of an automatic time tracking feature without watching your employees.

8. IP Address Locking

With Buddy Punch’s IP Address Lock feature, you can ensure your team clocks in and out only from approved devices or locations.

Just set the IP address, assign your employees, and see productivity rise! Keep track of IP addresses on time cards for transparency and security.

Say goodbye to time theft and boost efficiency effortlessly with a streamlined timesheet approval process.

9. Photos on Punch

With Photos on Punch feature, you can ensure your employees are where they should be when they clock in.

Photos on Punch

This innovative tool automatically snaps a picture each time an employee punches in or out, providing real-time verification.

No more worrying about “buddy punching” or time theft. Take control of your employee accountability effortlessly with Buddy Punch.

Want to opt for Buddy Punch?

No matter your business’s needs, we likely have you covered. We’ll get back to you via live chat if you have any questions.

Our median response time is 54 seconds during business hours. You can also read through the Buddy Punch Docs to better understand why some customers think we’re one of the best time tracking apps on the market (and to smooth out your learning curve).

Note: If you’d like to learn more about Buddy Punch, start a trial today and/or request a live demo with our team.

10. Time Off Tracking

With Buddy Punch’s Time Off Tracking feature, you can easily keep track of vacation, sick days, and personal time.

time off tracking

Employees can request time off directly, making it simpler for everyone. You can customize different types of time off to fit your business.

And if you want, you can let employees see each other’s time off requests so everyone knows what’s happening.

Buddy Punch helps boost responsibility and makes managing time more accessible for everyone.

If you’d like an extensive list of our time off tracking features, click here.

11. Accruals

Accruals make it easy for businesses to keep track of different kinds of time off employees take.

accruals

This helps everyone see what’s happening and makes sure it’s accurate.

With Accruals, employers can handle things like setting up how often time off adds up or changing how much time off people have.

By using Buddy Punch’s Accruals, small businesses can ensure everyone gets fair time off and help build a culture where everyone takes responsibility.

Also, Buddy Punch makes it easy to add and edit time off accrual rules. See this video and/or help doc article to learn more about this feature.

Learn about Buddy Punch’s Other Features (Scheduling, Overtime Calculations, and More)

Click here to explore our complete list of features, some of which include:

Buddy Punch works as both a Desktop App (Windows, Mac or macOS) and a mobile app (Android or iOS), and is usable on any device with an internet connection.

Microsoft Windows or Apple MacOS, Smartphone or Tablet, you can track specific projects & time for your employees just about anywhere.

Online Reviews on Capterra

As of this writing date, Buddy Punch has 946 reviews and 4.8 out of 5 stars on Capterra, a widely-used software review platform.

buddy punch reviews capterra march

Many reviewers touch on Buddy Punch’s ease of use for employers and employees:

“Most folks pick up on it right away. The system is intuitive and those who do have difficulty only need a quick tutorial and they are good to go.”
Click here to read the full review.

“Minimal training for end users (employees or managers). The back end (admin) features are just as simple and intuitive. We wanted a product that was simple to use, cost friendly and allowed us to customize — all of these areas were met. Very impressed!”
Click here to read the full review.

“We signed up for the trial period, and our employees were impressed immediately. They were able to start… immediately with zero training or assistance, which was a priority for us. The system is also very easy to use from an administrator end.”
Click here to read the full review.

“The software is straightforward and well-run, and was easily understood by our team of 55+ non-technical staff of all ages.”
Click here to read the full review.

In addition, we’ve placed a major emphasis on customer support, and are thankful that many reviewers have noticed this pro:

“The area I am most impressed with is with their support — they respond quickly, accurately and offer real solutions.”
Click here to read the full review.

“The chat staff has been super helpful to me every single time I have messaged them. They assisted me to get the software ready for a trial run which was very helpful! Every chat session was emailed to me for future reference.”
Click here to read the full review.

“Their team is knowledgeable about my organization and the way that we use the platform — I have received many helpful suggestions to how we can best leverage the Buddy Punch platform in our sometimes complicated organizational structure. We have had very few issues, but have always received immediate resolutions when anything has come up.”
Click here to read the full review.

“The team is responsive, and eager to assist. Any questions we’ve had, whether using the free trial, or after we signed up as a customer, have been answered quickly”.
Click here to read the full review.

Explore Buddy Punch and Sign Up for a Trial

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No credit card required, all features included.

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If you feel that Buddy Punch might be the right fit for your business, sign up for a 14 day free trial (no credit card needed). You can also book a one-on-one demo, or view a pre-recorded demo video.

2. Connecteam

Connecteam helps businesses with remote or mobile workers by providing a platform that analyzes operations and boosts productivity.

It offers tools for tasks like scheduling, tracking time, communicating, training, and more, all in one place.

Key Features

It’s one of the best time entry apps and has a free version if you need a free time clock and are okay with limited features (you get unlimited users regardless, but don’t expect access to screenshots or GPS Tracking, for example).

As of this writing date, Connecteam has 325 reviews and 4.8 out of 5 stars on Capterra.

“I have several old-school folks on my team. I tend to get a lot of push back when I introduce a new form of technology. We don’t have a central meeting location therefore I can’t have one time clock for everyone to punch. This app works great and my team really seems to like it. It is very easy to install and user friendly.”
Click here to read the full review.

3. Clockify

Clockify is a time tracking software created to help businesses and individuals track their work hours efficiently.

It provides an array of features to simplify time tracking, project management, and reporting, making it easier for users to monitor their productivity and manage their time effectively.

Key Features

It’s a great time entry tracker app. As of this writing date, Clockify has 4786 reviews and 4.7 out of 5 stars on Capterra.

“We can easily log in, the software always tracks what kind of task we spend time on. We can also create task names and see where we are at in its realization and time we spent on it. It can also be used in groups, as users can be linked in teams. It’s such a powerful tool at the end of day, as it allows us to see how to be more efficient in terms of time/task.”
Click here to read the full review.

4. When I Work

When I Work is an employee scheduling and workforce management tool designed to simplify scheduling processes and improve communication between employers and employees.

Key Features

As of this writing date, When I Work has 1076 reviews and 4.5 out of 5 stars.

“I love being able to instantly share schedules and schedule changes with employees on the corresponding app. I also really like the time clock tool that allows employees to clock in and out on a workstation or their phone app. Very convenient. Text help was quick to reply during regular business hours. Reasonably priced for my business type.”
Click here to read the full review.

5. OnTheClock

OnTheClock is a time tracking and employee scheduling software tailored to help businesses manage their workforce efficiently.

It offers a variety of features to streamline time tracking, scheduling, and payroll management, aiding businesses in improving productivity and reducing administrative overhead.

Key Features

You can use this as a free timesheet software if your team consists of only you and another person.

As of this writing, OnTheClock has 539 reviews and 4.7 out of 5 stars on Capterra.

“Overall it was exactly what I needed. The tools are very simple and easy to manage. The reporting is direct and to the point. It doesn’t offer many thrills, but for the cost it’s well worth the price.”
Click here to read the full review.

Key Features to Look for in a Time Entry Software

In this section, we’ll explore features to look for in a time entry software.

1. Easy Time Tracking

Find tools that can track time automatically or manually by project or task.
Ensure real-time tracking and reporting for team productivity.
Look for user-friendly interfaces to make time tracking simple for everyone.

2. Reporting and Analytics

Prioritize software with robust reporting and analytics capabilities.
Seek tools for creating reports on employee hours, project progress, and budget usage.
Utilize analytics for insights into productivity patterns and predictions, aiding decision-making.
Prefer platforms offering advanced analytics and customizable dashboards.

3. Compatibility Across Devices

Choose software compatible with various devices like computers, tablets, and phones.
Ensure cloud syncing and mobile apps for accessibility from any location.

4. Customization Options

Opt for software with customizable features such as user permissions, billing rates, and report customization.
Tailor the software to fit seamlessly into your workflow.

5. Collaboration Features

Consider software with collaboration features for improved teamwork and communication.
Look for real-time collaboration, shared calendars, task assignments, and file sharing.
Integration with popular project management and communication tools enhances collaboration.

6. Payroll Integration

Choose software with payroll features to simplify payment processes.
Automatic calculation of wages based on hours saves time and reduces errors.
Ensure compatibility with existing payroll systems and detailed reporting for financial management.

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What is the Importance of Time Entry Software for Small Businesses?

Time entry software is like a lifeline for small businesses. It helps them keep track of employee hours easily and accurately, making sure they pay everyone correctly and follow labor laws.

It also simplifies project management by showing how much time is spent on tasks and projects in real time (i.e., project time tracking), allowing businesses to better use their resources and stick to their budgets.

It basically helps small businesses work better, understand what they’re doing, and grow without wasting time on manual time tracking.

How Does Time Entry Software Work?

Time entry software helps people track their time on different tasks, projects, and activities. Here’s how it works:

Logging In: Users sign in to the software.

Choosing Tasks or Projects: They select the task or project they’re working on.

Starting the Timer: They begin a timer to track how long they spend on that task.

Automatic Tracking (Optional): Some software can track time automatically by monitoring computer usage or linking with project management tools.

Stopping the Timer: They stop the timer when they finish the work.

Recording Time: The software records the total time spent.

Extra Features: Many of these tools offer additional features, such as generating reports, creating invoices, and connecting with other business tools, to make work smoother and more efficient.

Ready to start a free trial?

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Are Time Entry Software Secure?

Absolutely, time entry software prioritizes security to safeguard sensitive employee time data and business information.

It uses strong encryption and secure servers to protect data from unauthorized access.

Some software even has extra security measures like multi-factor authentication and regular updates to avoid potential threats.

When you choose a trusted time entry software provider, you can feel confident that your confidential information is in good hands.

It’s all about keeping your business and your employees’ data secure.

How Secure are Time Entry Apps in Terms of Data Privacy?

Regarding data privacy, small businesses need assurance that their sensitive information is protected.

Time entry apps are essential for managing work hours and projects, but how secure is data privacy? Businesses should choose platforms with strong security measures.

Look for features like end-to-end encryption, secure data storage, and compliance with standards like GDPR (General Data Protection Regulation).

Also, the software provider’s reputation and history of data breaches should be checked.

By choosing the secure time entry apps, businesses can protect their information and maintain trust with employees and clients.

What Are Some Other Best Time Tracking Software For Small Businesses?

Time Tracking Management Software

When considering the best time tracking software for small businesses, profitability is a key factor, especially for freelancers and team members juggling unlimited projects.

Asana, with its basic time tracking features, appeals to business owners seeking a straightforward solution. On the other hand, free Chrome extensions like Clockify offer a free plan with hourly rates.

For those preferring mobile devices, simple time tracking templates on Trello’s web app can streamline time logs effectively.

1. Harvest

Harvest is an intuitive time tracking tool ideal for business owners and freelancers alike, offering streamlined time tracking features that enhance productivity and profitability.

With its user-friendly interface and robust reporting capabilities, Harvest enables efficient project management and invoicing.

2. TimeCamp

Timecamp caters to the needs of both freelancers and business owners with its comprehensive time tracking and reporting functionalities.

Its mobile app ensures users can track time on the go, making it convenient for team members working remotely or on-site, optimizing productivity across the board.

3. Toggl Track

Toggl Track stands out for its simplicity and versatility, appealing to freelancers and business owners seeking an easy-to-use time tracking solution.

Its browser extension and mobile app ensure seamless tracking across devices, while customizable features accommodate various project needs and hourly rates.

4. Hubstaff

Hubstaff offers advanced time tracking features suitable for businesses of all sizes. It enables efficient monitoring of team members’ activities and project progress.

Its integration with various project management tools like Asana and Trello enhances collaboration and productivity, making it a valuable asset for remote teams and freelancers.

5. Quickbooks Time

Quickbooks Time simplifies time tracking for business owners and freelancers. It provides basic time logging capabilities and seamless integration with Quickbooks accounting software.

Its mobile app and web-based platform ensure accessibility from anywhere, facilitating efficient management of timesheets and hourly rates for diverse projects.

Do Time Tracker Apps Offer Automation?

Time tracker apps offer various automation features to make time tracking easier.

These features include,

auto-tracking,
integration with other tools like project management software or communication platforms such as Slack,
reminders and alerts to help you stay on track,
and reports and analytics to understand your work patterns better.

Some apps also provide invoicing and billing automation, allowing you to generate invoices based on tracked time and project details.

Advanced features may include, rules-based automation, where you can set up custom rules for tasks and projects.

These tools are beneficial for small teams looking to streamline their work time tracking capabilities and improve employee productivity.

They can also help with expense tracking and employee monitoring.

If you’re considering using such software, popular options include Buddy Punch, Jira, Basecamp, and Slack, each offering different levels of automation and functionality to suit your needs.

Whether you’re managing specific tasks or project time, these apps offer paid plans with advanced features and basic plans for beginners.

Additionally, apps like Buddy Punch provide kiosk options for tracking time in physical workspaces and idle time detection to ensure accurate time tracking.

Try Buddy Punch For Free

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Final Thoughts on Time Entry Apps,

We’ve found some excellent time-tracking software that works well for all types of businesses.

Whether you’re just starting or growing, these apps can simplify your tasks and help you accomplish more.

They automatically track time, create reports you can customize, and integrate easily with other tools. They’re great for both employers and employees to manage their time effectively.

Managers and workers alike find these apps helpful for managing their time better. They simplify tasks such as payroll and invoicing and ensure compliance with working-hour regulations.

When choosing which app to use, consider your specific needs and what’s most important for your business.

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Eric Czerwonka

About the author

As a prior multiple-location business owner, Eric knows all about time collection, scheduling, and everything in-between. From best practices, stories, and business experience, he’ll keep you up to date on the latest trends.