Timesheet System For Small Business

Timesheet System

A timesheet system is the cornerstone for enhanced operational efficiency and strategic decision-making for small business owners. 

It offers a comprehensive view of employee activities, enabling accurate payroll calculations and streamlined time tracking processes. 

By harnessing the power of a timesheet system, businesses gain valuable insights into resource utilization, facilitating smarter resource allocation and fostering a culture of productivity.

The top three issues timesheet systems solve for small business owners are:

Accurate Payroll ManagementA timesheet system ensures precise payroll calculations, eliminating errors in manual methods. This efficiency saves time, fosters trust, and enhances transparency in the workforce.
Time Tracking OptimizationFor businesses tracking employee work hours, a timesheet system automates the process, providing accurate data for improved time management. This enhances efficiency and contributes to a streamlined workflow.
Strategic Resource AllocationTimesheet systems provide granular insights into employee work patterns, enabling strategic resource allocation. This visibility aids decision-making, optimizes project management, and fuels business growth.

Try Buddy Punch For Free

What Is a Timesheet System and How Does It Work?

A timesheet system is a digital tool designed to efficiently track and manage employees’ working hours within a business. 

Unlike traditional manual methods, a timesheet system automates the process of recording, organizing, and analyzing time-related data. 

Here’s a breakdown of how a timesheet system functions.

Automated Time Tracking ⏱️Employees can log in and out, and advanced systems offer real-time tracking, capturing the duration spent on specific tasks or projects.
Project and Task Allocation 🔄Timesheet systems facilitate efficient employee allocation to specific projects or tasks, ensuring accurate attribution of work hours to relevant activities. 
User-Friendly Interfaces 🖥️Modern timesheet systems feature intuitive interfaces accessible across devices, including desktops, laptops, and mobile devices. 
Customizable Categories and Rates 🛠️To meet diverse business needs, timesheet systems allow the creation of customizable categories and hourly rates. 
Reporting and Analysis 📊Robust timesheet systems provide comprehensive reports and analytics, offering insights into employee productivity, project timelines, and resource allocation. 
Integration with Payroll 💰Effective timesheet systems seamlessly integrate with third party payroll systems. The integration streamlines administrative processes for business owners, reducing manual efforts in payroll management.

What is an Online Timesheet System?

An online timesheet system is a technological cornerstone, revolutionizing how organizations track and manage their workforce’s time. 

An online timesheet system, epitomized by platforms like Buddy Punch, transcends the limitations of manual data input and outdated paper timesheets. 

It empowers business owners to monitor employee work hours, clock in/out times, and paid time off (PTO) through an intuitive and accessible interface. 

By incorporating features like GPS tracking, facial recognition, and customizable reports, these systems transcend mere timekeeping, becoming indispensable tools for small businesses seeking efficiency, accuracy, and streamlined workforce management.

Ready to give Buddy Punch a try?

For free trial, no credit card required.

Who Uses Timesheet Systems?

First and foremost, business owners find profound value in timesheet systems as indispensable aids in strategic decision-making. 

By gaining real-time insights into employee activities, work hours, and project timelines, business owners can make informed choices that contribute to their ventures’ overall efficiency and profitability.

Managers and team leaders constitute another crucial demographic leveraging timesheet systems. 

These tools empower them to monitor team performance, track project progress, and allocate resources judiciously. 

With customizable reports and timesheet approvals, managers can ensure time-tracking accuracy, fostering a culture of accountability and efficiency within their teams.

How To Use Buddy Punch As a Timesheet System?

Buddy Punch serves as an excellent timesheet system for small businesses, streamlining the process of tracking employee hours and managing payroll effectively. 

To utilize Buddy Punch for your timesheet needs, follow these straightforward steps:

  • Access Time Entry (Duration): Buddy Punch simplifies time tracking by allowing users to enter the total hours worked, eliminating the need for traditional clocking in and out. This is particularly beneficial for salaried employees or when tracking project-specific hours.
  • Web-Based Setup (Administrator/Manager): Administrators and managers can easily configure Time Entry (Duration) settings by navigating to Settings and selecting Time Entry Options. Here, you can choose between Time Entry Only (Duration) or Punches & Time Entry, tailoring the system to your business’s preferences.
  • Adding Time Entries: Administrators can add time entries through the web interface by accessing an employee’s time card, selecting Add New, and choosing Time Entry. The date, duration, location/department (if applicable), and additional notes can be included for comprehensive tracking.
  • Mobile App Convenience: With the Buddy Punch mobile app, administrators can conveniently add time entries on the go, ensuring flexibility in managing employee hours regardless of location.
  • Deletion and Editing: Users can delete or edit time entries effortlessly through the web or mobile app, maintaining accuracy in the recorded data.

Ready to start a free trial?

No credit card required, all features included.

What Is The Difference Between a Time Clock and a Timesheet?

A time clock and a timesheet serve different purposes, catering to varied aspects of employee attendance and project tracking.

Time Clock

A time clock primarily records the exact moments when an employee starts and ends their workday. 

Traditionally, this involved physical devices where employees would physically “clock in” and “clock out.” 

In the digital era, time clock systems have evolved into software and mobile applications that automate this process. They provide real-time tracking, offering a precise measure of hours worked. 

Time clocks are beneficial for businesses seeking accurate attendance records and monitoring punctuality.


On the other hand, a timesheet app is a comprehensive record that goes beyond clocking in and out. 

It captures detailed information about the tasks undertaken, projects worked on, and the duration spent on each. 

Timesheets are instrumental in project management, employee payroll, and assessing accurate work hours. 

Unlike a time clock, which emphasizes an employee’s time at work, a timesheet delves into how that time is allocated across various assignments. 

It provides a broader overview of an employee’s activities, aiding in project analysis and resource allocation.

Timesheet Systems Buying Guide

Following are some of the features to keep in mind while buying a timesheet system for small to medium-sized businesses: 

1. Function and Features For Timekeeping

In your quest for an efficient timesheet system, consider key functions and features that cater to modern business needs. 

Electronic timesheets empower seamless data entry, enhancing accuracy and efficiency. 

Opt for a cloud-based timesheet to access data anytime, anywhere, fostering a dynamic work environment. 

An integrated employee time tracker ensures optimal productivity insights for individuals and teams. 

Choose a robust time recording system for accurate, reliable timekeeping, promoting transparency. 

2. User-Friendly Interface

When selecting a timesheet system for small businesses, prioritizing a user-friendly interface is paramount. 

An intuitive design ensures that employees can effortlessly navigate the system, reducing the learning curve and minimizing errors in time entry. 

Look for systems with clear and straightforward features, making it easy for employees and administrators to access and manage timesheet data. 

3. Compliance with Labor Laws

Ensuring compliance with labor laws is crucial when considering a timesheet system for small businesses. 

Look for features that facilitate adherence to local and national labor regulations, helping the business avoid legal pitfalls. 

This includes automating overtime calculations, tracking break times, and generating reports that can be easily audited. 

A system that stays updated with evolving labor laws ensures the business remains legally sound, mitigating the risk of penalties or disputes. 

4. Mobile Compatibility and App Accessibility

Opt for a solution that offers a user-friendly mobile app, allowing employees to log their hours on the go conveniently. 

A system with cross-device compatibility ensures accessibility from various platforms, enhancing flexibility for employers and staff. 

Look for features like real-time updates, easy navigation, and push notifications to streamline the time-tracking process. 

Prioritizing a solution with a robust mobile interface ensures seamless time management, promoting efficiency and accuracy in small business operations.

5. Security and Data Privacy

Opt for a solution that employs robust encryption protocols to safeguard sensitive employee information. 

Ensure compliance with industry standards and regulations, ensuring your chosen system adheres to data protection laws. 

Features like role-based access control and secure data storage further fortify the system against unauthorized access. 

Top 5 Timesheet Systems for Small Business

Here are the top 5 timesheet system for smal business.

1. Buddy Punch | All-in-One Timesheet System

buddy punch.png

Buddy Punch is an advanced time tracking solution designed to meet the diverse needs of businesses in industries such as construction, medical, schools, office staff, and SMBs. 

The user-friendly interface, including the Mobile Timesheet App and Time Entry Software, facilitates automatic time tracking, providing a free and simple time tracking experience. 

This best time tracking software offers accurate time tracking features, making it an excellent employee timesheets and payroll software solution. 

With innovative features like GPS Time Tracking, employee monitoring, and drag-and-drop scheduling, Buddy Punch stands out as a comprehensive time tracking tool. 

Additionally, its integrations with Slack and a desktop app enhance flexibility for team members, ensuring a seamless experience. 

The system’s custom reports and kiosk functionality further contribute to its reputation as a top-notch time tracking solution.

1. Duration Entry

Duration Entry img

The “Duration Entry” feature offered by Buddy Punch is a valuable component of its All-in-One Timesheet System. 

This feature provides flexibility in time tracking, specifically designed to address the needs of businesses with salaried employees who report time at the end of the day or have time-per-client requirements. 

Users can choose between punching in and out, entering a duration, or both based on individual employee preferences. 

The system allows for easy addition of multiple entries, streamlining the process for those managing various projects. 

Additionally, the platform enables effortless editing of duration entries, ensuring accuracy and transparency. 

With features like revision history, administrators can monitor changes made to time entries, promoting accountability. 

2. Time Card Approvals

This functionality ensures streamlined management of employee hours by requiring them to submit their time cards for approval at the end of each pay period. 

Project managers and administrators have the authority to accept or reject time entries, providing a meticulous review process. 

The flexibility to add comments and notes during the approval process enhances communication between employees and managers. 

This feature simplifies the payroll process and guarantees compliance with labor laws and policies. 

With locked time cards after approval, Buddy Punch provides tighter control over entries, making it a reliable solution for businesses seeking accuracy, efficiency, and compliance in their timekeeping processes.

3. Single Sign On (SSO)

Buddy Punch’s Single Sign On (SSO) feature enhances the efficiency of time tracking by providing seamless authentication options. 

The system supports various SSO providers, including Google, Okta, and OneLogin. With Google SSO, users can link their accounts easily, streamlining the sign-in process. 

Okta and OneLogin offer additional capabilities like company directory integration and enhanced security features.

SSO, a key Federated Identity Management (FIM) component, connects disparate enterprises through a unified authentication method, such as SAML. 

This ensures secure access and simplifies user workflows. Implementing SSO with Buddy Punch improves automation and authentication, allowing customized and safe access control. 

4. Punch Rounding

Punch Rounding Settings: Round Punch Out Times (Up/Down/Time increment)

The Punch Rounding feature in Buddy Punch offers small businesses an efficient way to manage employee time entries. 

With the ability to automatically round punches up, down, or to the nearest interval, businesses can streamline their timekeeping processes. 

This is especially beneficial when multiple employees clock in simultaneously or to prevent early clock-ins or late clock-outs. 

The flexibility to set rounding increments independently for clocking in and out adds a customizable touch to the feature.

Additionally, the Punch Rounding feature provides a grace period for employees, addressing the challenge of simultaneous time entries. 

This prevents penalties for slight delays and saves valuable time that would otherwise be spent on manual adjustments. 

Moreover, by minimizing time theft, Buddy Punch helps businesses improve accuracy and potentially save thousands of dollars annually. 

5. Notifications

Built-In Notifications Specifically For Accountants

Buddy Punch offers a sophisticated notification system, ensuring administrators and managers stay informed on crucial activities. 

The platform updates stakeholders via email notifications from time card change requests to clock-ins and clock-outs. 

Notably, this feature aids in automatic attendance tracking, facilitating efficient remote workforce management. 

Users can customize alerts, providing an additional layer of control. With these notifications, Buddy Punch streamlines time tracking and enhances accountability, contributing to cost savings and operational efficiency for small businesses.

6. OT Calculations

Overtime Alert

With over a dozen overtime types, tailor OT calculations to fit your business needs, ensuring accurate pay for each employee. 

The system effortlessly computes regular, overtime, and double overtime, alleviating the burden of manual calculations. 

Enhanced reporting features provide clear insights into worked hours, reducing payroll errors and saving precious time. 

7. PTO/Sick/Vacation

PTO Requests

Under the dedicated “PTO/Sick/Vacation” feature, Buddy Punch offers a revolutionary approach to time-off management. 

Employees can effortlessly enter vacation, sick leave, or personal time directly on their time cards with customizable PTO types. 

The system provides a seamless employee self-service experience, empowering them to request time off with automated approval notifications. 

Additionally, the Accrual feature ensures precise tracking of time available and time used. Buddy Punch’s flexibility extends to your business needs, enabling you to create nuanced leave policies or turn off the PTO feature entirely. 

8. Reports


With customizable reports in various formats, including Excel and PDF exports, Buddy Punch empowers you to effortlessly gain a bird’s-eye view of your team’s performance. 

Dive into detailed insights with reports such as Payroll Export, Hours Summary, and In/Out Activity. 

The PTO Summary and Employee Details reports clearly show time-off data. Buddy Punch’s focus on simplicity and powerful functionalities makes it an indispensable tool for small businesses, ensuring efficient payroll processing, enhanced employee accountability, and simplified scheduling. 

9. Apps

The app’s features of Buddy Punch encompasses user-friendly iOS and Android applications, ensuring accessibility for everyone. 

These apps facilitate easy punching in and out, providing a hassle-free experience for employees. 

Buddy Punch goes beyond the basics, extending its functionality to the Google Chrome Web Store, allowing desktop users to enjoy the same convenience. 

Whether monitoring hours, generating reports, or managing schedules, Buddy Punch’s Apps make the entire process straightforward and efficient, making it a valuable asset for small businesses navigating the complexities of time management.

10. Delegation

By upgrading employees to managers, businesses can delegate time-related responsibilities

This feature allows managers to view or edit their assigned employees’ time cards, providing flexibility and control. 

Managers can be assigned specific permissions, such as viewing timesheets or having approval authority. 

This delegation feature is a game-changer, enhancing accountability and streamlining time-related tasks. 

Buddy Punch’s Online Reviews

“Great app, check in and out with accuracy, keep in contact with supervisors and can submit photos for proof of visit if not using GPS.”

Click here to read the full review.

“Besides being easy to use, the buddy Punch team is knowledgeable and can answer any question you might have about the software.”

Click here to read the full review.

“It easy and for a company with different divisions and multiple buildings it solves the issue of having an actual punch clock in one area. everyone can clock in from their work station.”

Click here to read the full review.

“As a user of Buddy Punch it allows me to be able to track my hours and be able to receive the correct compensation for the time that I work. It is very user friendly and allows me to clock in and out from anywhere on campus.”

Click here to read the full review.

Try Buddy Punch for Free

Ready to start a free trial?

No credit card required, all features included.

If you feel that Buddy Punch might be the right fit for your business, sign up for a free trial. You can also book a one-on-one demo, or view a pre-recorded demo video.

2. Harvest

Harvest is a comprehensive time-tracking software designed to streamline and enhance time management for small businesses. 

Positioned as an efficient solution, Everhour offers a range of features to help businesses effortlessly manage their time, fostering productivity and effective project tracking. 

From tracking billable hours to generating insightful reports, Everhour aims to provide a user-friendly experience for businesses seeking to optimize their time utilization.

Key Features.

  1. Billable Hours Tracking
  2. Project Time Management
  3. Invoicing
  4. Team Collaboration
  5. Time Reporting
  6. Task Management Integration
  7. Budgeting Tools
  8. Real-time Analytics
  9. Resource Planning
  10. Integration with Third-Party Apps

Harvest has 4.6 out of 5 stars on Capterra as of the writing date.

“Harvest has the best time-tracking in the industry; their Mac app is perfect for capturing time throughout the day (and even has a built-in notification if it thinks you’ve left it running and will auto-adjust accordingly if you let it). It also has deep integrations with other Project Management tools, meaning you can easily track time wherever you are. And then you have estimates and invoicing – which seamlessly integrate with the time tracking functionality to make your life easy.”

Click here to read the full review

3. Toggl Track

Toggl Track is a comprehensive time-tracking software designed to streamline and enhance productivity across various workflows. 

The tool offers a user-friendly platform for efficient time management, enabling users to save time, strengthen billing accuracy, and optimize workloads. 

Toggl Track is trusted by over 5 million users across 120 countries, emphasizing simplicity and profitability in time tracking. 

With features like employee time tracking, billing and invoicing, project budgeting, and reporting, Toggl Track aims to empower teams with insightful data without micromanaging their workflow. 

The platform is renowned for its anti-surveillance stance, ensuring user privacy and fostering a positive user experience.

Key Features.

  1. Employee time tracking
  2. Billing and invoicing
  3. Project budgeting
  4. Reporting
  5. Anti-surveillance platform
  6. Intuitive and welcoming features
  7. Over 100+ integrations
  8. Cross-platform apps
  9. GDPR-compliant
  10. Top-rated support

Toggl Track has 4.7 out of 5 stars on Capterra as of writing date.

“I love Toggl Track!! As a freelancer, keeping track of my hours by project or client is indispensable so I can create invoices (outside of Toggl Track). It makes it easy to collect the data to calculate the time I need for certain types of work and helps me keep track of the training hours I need for my professional organization. All in all, I can’t live without it and recommend it highly.”

Click here to read the full review 

4. ClickTime

ClickTime is an online timesheet application designed to streamline time tracking for project-driven teams. 

ClickTime offers a comprehensive solution for accurate and efficient time tracking. It aims to help businesses effectively manage their projects, track time worked by employees, and analyze the financial aspects of their endeavors. 

It caters to businesses with a project-centric approach. It offers tools that provide deep insights into project costs, employee hours, and overtime while enabling robust integration capabilities with other business systems. 

An emphasis on customization allows businesses to tailor their time tracking to specific needs.

Key Features.

  1. Overtime Tracking
  2. Expense Tracking
  3. Time Off Management
  4. Customizable Timesheets
  5. Automated Timesheet Reminders
  6. Managerial Approval Workflows
  7. Mobile App Accessibility
  8. Custom Fields
  9. Notes on Time Entries
  10. User Permissions

As of the writing date, ClickTime has 4.6 ou of 5 stars on Capterra.

“Users can enter time and expenses from the ClickTime App or website anywhere they’re working (or vacationing). Automatically prompts if time entry deadlines are missed and seamless integration with Quickbooks Pro to allow for client invoice and payroll processing.”

Click here to read the full review

5. Hubstaff

Hubstaff is a comprehensive time-tracking and productivity-monitoring tool designed to enhance workforce management and optimize business productivity. 

The tool is an all-in-one solution, automating time-tracking processes, offering actionable insights, and facilitating flexible payroll management. Trusted by over 95,000 businesses, Hubstaff provides features that cater to productivity monitoring, time tracking, and workforce management, offering a streamlined approach to business operations.

Key Features:

  1. Productivity Monitoring
  2. Time Tracking
  3. Actionable Insights
  4. Flexible Payroll
  5. Project Cost and Budgeting
  6. Instant Setup
  7. Over 30 Integrations
  8. Automated Team Management
  9. Enterprise-Ready
  10. Industry Coverage (for various business sectors)

Hubstaff has 4.6 out of 5 stars on Capterra as of the writing date.

“Very happy I moved from Time Doctor to Hubstaff. Huge improvements in all areas and a satisfying product to use. The experience is so good that I want to stay with Hubstaff regardless of whether my need for time tracking reduces.”

Click here to read the full review

The Benefits Of Employees Using Online Timesheet System

Following are some of the major benefits employees utilize while using the online timesheet system.

1. Tracking Time and Worked Hours

Tracking time and worked hours with an online timesheet system is a pivotal aspect that empowers small businesses to manage their workforce efficiently. 

These tools offer a seamless process for employees to record their working hours accurately, eliminating manual errors and ensuring precision in payroll calculations.

Try Buddy Punch For Free

2. Scheduling and Monitoring Employees

In the small business landscape, efficient employee scheduling and monitoring are paramount, and an online timesheet system emerges as a transformative solution. 

This innovative tool streamlines the scheduling process and provides a robust mechanism for monitoring employees’ work hours and activities.

3. Project Management

By integrating robust project management features, this system offers a centralized platform where businesses can meticulously plan, execute, and monitor their projects. 

The online timesheet system’s project management capabilities include task allocation, progress tracking, and deadline management. 

For manual time reporting and efficient tracking of employee time, businesses can utilize several features in paid plans of free timesheet apps or opt for a free trial to check those features out first.

Several software like Buddy Punch, Clockify, QuickBooks Time, and Tsheets integrate with popular accounting software like QuickBooks, thus, enhances the overall functionality when managing projects. 

Additionally, for seamless project collaboration and time tracking, integration with Asana ensures a comprehensive solution that meets the diverse needs of businesses.

4. Workforce Planning

With an advanced online timesheet system, businesses can strategically allocate resources, enhance productivity, and align operations with overarching goals. 

This system simplifies workforce planning, offering meticulous scheduling options that enable businesses to optimize staffing levels based on demand fluctuations. 

The online timesheet system efficiently tracks employee time, generating detailed reports on billable and non-billable hours. 

The software supports unlimited users and provides offline functionality, ensuring accessibility even in offline mode. 

Additionally, it offers compatibility with Windows, CSV, and spreadsheets, enhancing flexibility in managing the team’s time. 

Thus, employee timesheet software, equipped with a free time tracking app, ensures accurate and efficient time reporting.

5. Overtime, Time Off, and Expense Tracking

An online timesheet system stands out for its multifaceted support, particularly in managing overtime, time-off requests, and expense tracking. 

This robust system goes beyond mere timekeeping, offering a comprehensive solution for businesses grappling with intricate aspects of workforce management.

With its advanced features, the online timesheet system simplifies overtime tracking, ensuring accurate compensation for extra hours worked. 

6. Using Timesheet System For Payroll and Attendance Management ( Compliance With Labor Laws)

By harnessing the capabilities of online timesheet management software, businesses can seamlessly handle employee attendance, ensuring adherence to stringent labor laws. 

The system’s automation features, including timesheet reporting, simple timesheet management, and API integration, significantly enhance accuracy and guarantee compliance, minimizing the risk of legal complications. 

This comprehensive system aligns with labor regulations, covering aspects from hourly wage calculations to efficient overtime tracking. 

It promotes a transparent and law-abiding approach to workforce management, offering not just efficient timesheet reporting but also robust timesheet management software and a reliable management system.

7. Reducing Errors In Manual Timekeeping

The timesheet system streamlines the time-tracking process, significantly reducing the likelihood of inaccuracies that often accompany manual methods.

By adopting the online timesheet app, businesses can bid farewell to the errors inherent in manual timekeeping. 

The system’s automated features ensure precise recording of worked hours, leaving little room for mistakes. This enhances the accuracy of payroll processing and boosts overall operational efficiency.

Try Buddy Punch for Free

Ready to start a free trial?

No credit card required, all features included.

If you feel that Buddy Punch might be the right fit for your business, sign up for a free trial. You can also book a one-on-one demo, or view a pre-recorded demo video.

Similar Posts