Finding a time tracking app that works for your staffing agency can be challenging. Time tracking for staffing companies come with a lot of moving parts — and a lot of questions:
- What are the best mobile apps for staffing agencies?
- Do you need a real-time GPS tracker? Can you afford one?
- Can you implement time tracking for temp agencies without interfering with productivity?
Today we break down what you need in your staffing agency time tracking software.
Feature #1: Efficient Billing and Invoicing
Time tracking for staffing agencies must be efficient to be worth your while. You need a system that allows employees to log hours from anywhere, anytime, and to quickly attach hours to a project or client as they go. Otherwise, invoicing for staffing agencies becomes needlessly complex.
Look for staffing agency time tracking software that:
- Allows temp workers to log time without time or date restrictions, which is key for remote and flexible workforces
- Associates time and costs to the employer, project or task each temp is working on
- Sends automatic time-entry reminders to ensure every temp submits entries on time
- Generates invoices in seconds to streamline invoicing for staffing companies
- Allows managers to review, email and reconcile invoices from any device
With Time Tracker — an app that does all five — your temp agency can save up to 30+ hours a month in administration.
Feature #2: Integration with Payroll and Accounting Software
It is important that the Time Tracker app also seamlessly integrates with payroll software to:
- Ensure employees are compensated accurately for their time, boosting morale and trust
- Helps in analyzing productivity trends and identifying opportunities for improvement
Integrating your time tracking app with your accounting software can also significantly enhance your staffing agencies efficiency, accuracy, and financial management, ultimately contributing to your agencies success.
Integrating your time tracking app with your accounting software offers numerous benefits including:
- Automated Data Sync: Eliminates the need for manual data entry, reducing errors and saving time. Ensures that time tracking data is automatically updated in your accounting software.
- Improved Accuracy: Minimizes the risk of discrepancies between tracked hours and billed hours. Provides precise data for payroll, client billing, and financial reporting.
- Enhanced Reporting: Facilitates comprehensive and real-time reporting by combining time tracking and financial data. Helps in generating detailed reports on project costs, employee productivity, and overall financial health.
- Cost Control: Enables better monitoring of labor costs and overheads. Helps in identifying areas where time and resources can be optimized to reduce expenses.
- Compliance and Audits: Maintains accurate and comprehensive records that are essential for compliance with labor laws and audits. Simplifies the audit process by providing a clear and integrated trail of time and financial data.
- Scalability: Supports business growth by providing scalable solutions that can handle increasing volumes of data and transactions. Facilitates seamless integration as your business expands and your needs evolve.
Feature #3: Performance & Profit Tracking
As a temp agency, it’s crucial to track time and expenses properly so you can determine which employees, projects and clients are making you money.
Many managers think time tracking for staffing agencies is a separate issue, but it’s not. The right agency time tracking software will give you the metrics you need to improve your budget, job costing and bottom line.
Look for staffing agency time tracking software that:
- Runs productivity reports by employee, project and activity
- Identifies which parts of a project are taking the most time so you can cost properly
- Gives you up-to-the-minute information on time and costs so you can accurately bid your next project
- Easily identifies your most productive temp workers so you can hire them in the future
- Generates customer reports to show you which customers are making (or costing!) you money
Time Tracker was created with all these goals in mind. If your temp agency implements even a few of these features, you can increase profitability by up to 20%.
Feature #4: Real-time GPS Tracker
Do I need a time clock app with GPS? It’s an important question when it comes to mobile apps for staffing agencies. Luckily, it’s one that’s also easily answered.
A GPS time tracker is non-negotiable for any staffing agency that has:
- Field workers (utilities, repair, construction, security, contractors, etc.)
- Multiple locations or worksites (whether they’re across the city or the country)
- Different pay rates by job, project or skill (corporately funded projects versus publicly funded)
That said, a GPS time tracker is beneficial in any industry these days, especially with the rise of remote work. Have you ever wondered if a certain temp employee is working the hours they say they are? How about if your contractor is taking the best route from one jobsite to another? A real-time GPS tracker will give you the data you need to get answers.
Look for a GPS time tracker that allows you to:
- See which temp employees are on the clock, on a break or clocked out
- Check temp employee activity and locations within a specific time frame
- Generate maps for employee locations to verify routes and safeguard against time theft
- Send the nearest temp to the next job without having to contact every employee
- Lessen the potential for payroll disputes by automatically logging time entries
Time Tracker does all the above — at no extra cost to your staffing agency. Our GPS temp agency features are available to every Time Tracker user — no exclusions, no exceptions.
Feature 5: Scheduling
As a staffing agency scheduling can be complex and time consuming, but it doesn’t have to be if your time tracking app also has online scheduling that includes:
- Tools to manage shift schedules, assign shifts, and handle shift swaps efficiently.
- Functionality to request, approve, and track time-off requests, including vacation, sick leave, and other absences.
Time Tracker includes robust scheduling features and will allow you to schedule your staff in minutes!
Additional Time Tracking Features
Staffing agencies typically require specific features in a time tracking app to ensure smooth operations and efficient management of their workforce. Here are some additional features that are beneficial:
- User-Friendly Interface: The app should be easy to navigate for both employees and managers, minimizing the learning curve and increasing adoption rates.
- Mobile Accessibility: With employees often working remotely or on the go, a mobile-friendly or dedicated mobile app is essential for tracking time from anywhere.
- Compliance Management: Features to help ensure compliance with labor laws and regulations, including automatic calculation of overtime and break periods.
- Automated Reminders and Notifications: Alerts for employees to clock in and out, reminders for upcoming shifts, and notifications for approval of timesheets and time-off requests.
- Biometric Verification: Use of biometric data (e.g., facial recognition) to prevent buddy punching and ensure accurate time tracking.
- Audit Trail: A comprehensive audit trail to track changes made to timesheets and who made them, ensuring transparency and accountability.
- Employee Self-Service Portal: Allowing employees to view their timesheets, schedules, and time-off balances, reducing administrative workload.
Ready to see how time tracking for staffing agencies work?
Get started today with a free, 14-day Time Tracker trial. Time Tracker features will help your staffing agency manage your workforce more effectively, ensure compliance with regulations, and improve overall productivity.