Ten minutes here, ten minutes there - it adds up. When it comes to large projects or projects spread over multiple locations, subcontractors are the boots on the ground that keep things moving. But with that comes challenges. Contractors place a lot of trust in their subcontractors not just to get the job done, but to track time and activity honestly and accurately. Even small lapses in time reporting (intentional or not) can lead to project delays, budget overruns and lost trust, all while chipping away at your profit margins.

In our penultimate instalment of Tricks of the Trade, we’ll share top tips for managing subcontractor time tracking more effectively so you can stay in control, reduce unnecessary costs, and protect your profits. But first, let's dive into the why.

How paper timesheets waste time and money

Traditionally, subcontractor time tracking has relied on paper timesheets. They’re straight forward, cheap, and familiar. But they come with serious drawbacks:

Inaccurate reporting: Subcontractors may round up hours or misremember start and end times.

Buddy clock ins: Colleagues may cover for one another if someone shows up late or leaves early.

Admin burden: Processing paper timesheets takes time and introduces further risk of error.

Let’s put this into perspective

If you had a subcontractor with 50 employees each rounding 10 minutes in favour each day (on a £15 hourly rate), that time lost is costing you £32,500 each and every year. Margins on construction and field projects are already tight and this kind of leakage is unsustainable. The solution? Go mobile.

Use mobile time tracking tools

Equip subcontractors with an app that runs on everyday mobile devices, making time tracking simpler and more accurate. Subcontractors can easily clock in and out directly from their mobile phones or a tablet device on site using a solution like TimeKeeper. Look out for features like:

Geofencing to ensure workers are clocking in on-site

Geofencing refers to a virtual boundary around a job site. With geofences in place, the app will only allow subbies to clock in or out once they enter this defined area, ensuring that no one is recording time before or after they’ve actually arrived on the job.

Biometric ID such as facial recognition to prevent buddy clock ins

Facial recognition or fingerprint scanning ensure that the person clocking in is indeed the worker assigned to that job. This prevents subcontractors from clocking in for one another.

Track more than just time

A mobile solution that allows subcontractors to log site notes, upload photos and record job specific progress alongside their time entries. This added context helps subcontractors and project managers gain a single, unified view of what’s happening across job sites, boosting efficiency and reducing admin headaches.

Integration with payroll and invoicing systems

Choose a time tracking app that integrates with your payroll software whether that be Xero, BrightPay, Sage etc and invoicing systems. This reduces the time spent manually inputting data, ensures error-free calculations, and helps automate billing.

For more key features to look out for check out our buyer's guide.

Set clear expectations

Establish clear, transparent guidelines around how time should be recorded. Clarify also who will be responsible for approving timesheets, and what process will be followed for this approval. Ensure that everyone understands the standards expected for clocking in and out, as well as the importance of accurate reporting. Clear expectations also mean that when discrepancies arise, they can be quickly addressed.

Make compliance easy

The easier it is for subcontractors to clock in and out, the more likely they are to do it correctly. Choose tools that are user-friendly and don't require extensive training to operate. Offering quick, accessible training sessions at the start of the project can ensure everyone understands how the system works, which reduces errors and frustration. If subbies can track their time efficiently without jumping through hoops, they’re more likely to follow the process. Whether using a mobile app or a digital system, ensure it’s a solution that's intuitive and easy to use.

Assess regularly

While digital tools help reduce errors, they don’t eliminate the need for oversight entirely. Regular audits are a key step in ensuring that the reported times are accurate and align with what’s happening on the ground. Spot-checks and timesheet audits will help catch discrepancies before they escalate. These audits also provide an opportunity to flag patterns of behaviour that could indicate systemic issues, such as workers consistently over-reporting hours or skipping clock-ins.

Provide feedback to subcontractor managers

Communication is key when it comes to time tracking. Share job reports and data trends with subcontractor managers regularly. When they see where inefficiencies or patterns are occurring, they can take ownership and improve team behaviour. For example, if a cohort of subcontractors are consistently clocking in late, this can be addressed early and prevent unnecessary delays - keeping the project on track and within budget. Be sure to check out Part 4 of Tricks of the Trade, where we share practical tips to keep your project running smoothly within budget.

Final note: Simplify time tracking for subbies & protect your profits

With a mobile time tracking solution, construction businesses gain real-time visibility into subcontractor hours, reduce disputes, and protect their profit margins. The shift from paper timesheets to a mobile solution lays the foundation for a more accountable, efficient job site where contractors and subcontractors work in sync to complete jobs on time and within budget.

Thanks for reading Tricks of the Trade: Part 5 - the penultimate post in our series! We hope you've found these insights helpful in navigating the real-world challenges faced in construction and field services. From streamlining processes to empowering your team on the ground, our goal is to provide practical, actionable advice you can put to use right away.

Stay tuned as our final instalment is just around the corner! 👀