How Do Contractors Track Time? (2026 Guide)

Contractors track time using paper timesheets, mobile apps, GPS-based clock-in systems, or voice message logs. The most effective method depends on crew size, tech comfort, and how much friction workers will tolerate. For most small contractors, the simplest system wins—because unused tracking is worse than imperfect tracking.

Why Time Tracking Matters for Contractors

Accurate time tracking directly affects contractor profitability:

• Billing accuracy — Unbilled hours are lost revenue
• Job costing — Know which projects are profitable
• Payroll — Pay workers correctly
• Overtime compliance — Avoid labor law issues
• Client disputes — Prove what work was done

Contractors who don't track time accurately lose an estimated $10,000-$40,000 annually to rounding, forgotten hours, and unbilled overtime.

Time Tracking Methods Compared

How to Track Time: Step-by-Step

1. Choose Your Method Based on Crew Reality

Ask yourself: Will my crew actually use this?

If they won't download an app, don't buy app-based tracking. If they already use WhatsApp for everything, build on that. The best system is one people use.

2. Set Clear Expectations

Define:

• When to clock in (arrival vs. work start)
• What breaks are tracked
• How overtime is recorded
• Who reviews/approves time

3. Make It Effortless

Every second of friction reduces compliance. Target:

• Under 10 seconds to log time
• No typing if possible
• Works offline
• No new apps to download (ideally)

4. Review and Reconcile Weekly

Before payroll:

• Compare reported vs. expected hours
• Flag anomalies (too high, too low)
• Get foreman verification
• Address discrepancies immediately

Common Time Tracking Mistakes

• Asking for "hours worked" instead of "start and end time" — Invites rounding
• Making tracking harder than necessary — Crew will skip it when busy
• Not reviewing until payroll — Too late to fix errors
• Tracking time without tracking work done — Misses the whole picture

What If Your Crew Won't Use Apps?

This is the most common complaint from contractors:

"I've tried three different apps. My crew downloads them, uses them for a week, then stops."

The issue isn't the app—it's friction. Crews use WhatsApp 50+ times per day. They won't adopt another app that requires:

• Downloading
• Account creation
• Learning new interface
• Remembering to use it

The voice-first solution: End of day, foreman sends a voice message: "Frank worked 8, Mike worked 8, Pete left at 2 for an emergency—5 hours." That voice message becomes the timesheet.

Tools That Help Contractors Track Time

FAQ

How do I track time for employees on multiple job sites?

Use GPS-based tracking (Busybusy, ClockShark) or have each foreman report their crew's hours. GPS provides verification; foreman reporting provides context.

What's the best free time tracking for contractors?

Basic options include spreadsheets or WhatsApp voice logs (free, just requires listening). For small crews, even a shared Google Sheet can work.

How do I get my crew to actually track time?

Make it as close to zero effort as possible. If they're already on WhatsApp, use voice notes. If they resist apps, don't force apps. Meet them where they are.

Is GPS time tracking legal?

Yes, for work devices and work hours. Best practice: inform employees, get written acknowledgment, only track during work hours.

How accurate does time tracking need to be?

For billing: within 15 minutes is typically acceptable. For labor law compliance: varies by jurisdiction, but 15-minute increments are common.

The Bottom Line

The best time tracking system is the one your crew will actually use consistently. For most small contractors, that means the simplest possible method—often simpler than you'd expect.

If app adoption is failing, try voice-based logging through WhatsApp. If paper is getting lost, try a shared photo of the timesheet. Optimize for compliance first, then refine for accuracy.

Related: Why Your Crew Hates Time Tracking Apps | The 60-Second Daily Log