What to Look for in a Time Tracking App for Field Crews
Intro
If you're still chasing down paper timesheets, deciphering texts, or manually entering crew hours every week, you're losing time and money.
The right time tracking app for field crews doesn’t just save admin headaches—it gives you better job costing, fewer payroll errors, and real insight into crew productivity.
In this post, we’ll cover exactly what to look for in a time tracking app as a contractor—and a few great tools to consider.
Why You Can’t Rely on Paper Timesheets Anymore
Paper and spreadsheet systems:
It is easy to forget or lose
Lead to rounding, guessing, and overreporting
Create delays in payroll processing
Make job costing less accurate
Offer zero visibility for job or crew performance
Time tracking apps solve all of that—if you choose one that fits how field teams actually work.
Feature 1: GPS-Enabled Clock In/Out
Your team is mobile. Your time tracking tool should be, too.
Why it matters:
Verifies location at time of clock-in
Reduces time theft or buddy punching
Helps you track drive time between jobs
Look for:
GPS tagging or geofencing
Mobile app for iOS/Android
Offline mode for areas with poor signal
Tools that do this well:
Feature 2: Job & Task Coding
You need to know how time was spent, not just how long someone worked.
Why it matters:
Tracks labor cost by job
Helps improve estimating accuracy
Shows which tasks are taking too long
Look for:
Ability to switch between jobs/tasks on the same day
Customizable job codes
Job notes or photo uploads with time entries
Bonus: Choose a tool that integrates with your CRM or estimating software (like Pipedrive).
Feature 3: Supervisor Controls & Crew Clock-In
Sometimes a crew lead needs to clock in multiple workers or approve time on their behalf.
Why it matters:
Saves time in the field
Prevents missed punches
Adds accountability
Look for:
Supervisor clock-in/out capability
Daily approval process
Role-based permissions
Feature 4: Payroll & QuickBooks Integration
Once time is tracked, you want it to flow directly into payroll, without retyping it all.
Look for:
Integration with QuickBooks Online or Desktop
CSV export for payroll providers
PTO, overtime, and break tracking built-in
Related: Integrating QuickBooks with Your CRM: A Step-by-Step Guide Using Pipedrive
Feature 5: Reporting & Insights
Time tracking is only valuable if you can use the data to make decisions.
Look for:
Job cost and labor reports
Crew productivity summaries
Exportable timesheets for audits or customer billing
Nice-to-have: Dashboard access for project managers or estimators.
Our Top Picks for Contractors
| Tool | Best For | Standout Feature |
|---|---|---|
| ClockShark | All types of trade contractors | GPS tracking + job cost coding |
| BusyBusy | Field crews with heavy equipment | Offline tracking + photo proof |
| QuickBooks Time (formerly TSheets) | Contractors using QuickBooks | Seamless payroll integration |
| Raken | General contractors | Daily reporting + time tracking in one |
Conclusion
Choosing the right time tracking app gives you more than clean payroll—it gives you visibility, accountability, and data you can actually use to grow.
Want help choosing or setting up your field time tracking system?
Book a free consultation with Columbus Business Consulting—we’ll help you streamline your workflow and pick a tool that fits your crew and your budget.
