TSheets Tracking Software Review

TSheets Review
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Pros

  • Precise time tracking
  • Automated payroll and invoicing
  • Easy job and shift scheduling
  • GPS and geofencing
  • Feature-rich mobile version
  • Detailed reports
  • Alerts and notifications
  • Facial recognition
  • Employee Time Kiosk
  • Can send photos
  • Live support
  • Highly customizable and flexible

Cons

  • No advanced project management
  • No free version
  • Relatively expensive

ABOUT

TSheets time tracking software can trace its success to an honest employee’s 15 dishonest minutes, a book, an integration, and the unlikeliest of salesmen – accountants.

Cofounder Matt Rissell was driven to succeed right from his student days. He completed his undergraduate studies with two degrees from two different universities simultaneously. He then began a chequered career that saw him become the youngest Major Account Manager at Verizon Wireless, before starting his own successful Cartridge World franchise.

The Eureka Moment

He caught his most honest employee adding 15 extra minutes to her time clock. Stunned, he went incognito to one of his retail locations and observed that nearly all his employees were doing the same. It added up to a loss of thousands of dollars over a month. Not happy with employing a traditional punch card machine, and not finding an apt software solution either, he got in touch with his friend, and later cofounder, Brandon Zehm, a software engineer, who was then running his own company DotClean.com.

Together, they built the first, basic version of TSheets. Realizing that they had a product, a market, and no known competitors yet, they founded the company in 2006 with less than ten employees. Remarkably, they built the company on their own, using a combination of bootstrapping and some seed funding. The latter was so low it was spent in a year, and for Matt, this meant taking a pay cut from hundreds of thousands of dollars a year.

The Breakthrough

By 2010, still struggling for a breakthrough, Matt chanced upon Eric Ries’ book ‘The Lean Startup’. Inspired by the book, they followed the philosophy of failing fast and using analytics to understand why. Among the many things they experimented with, the integration with Quickbooks struck gold. Customers loved the fact that they could automate both time-tracking and invoicing from one seamless platform. TSheets soon became the No. 1 app on Quickbooks. TSheets was also offered free to accountants, who recommended it to their clients in a way no salesmen effectively could.

In 2016, they took $15 million in funding. By 2018, all the hard work paid off. TSheets was acquired by Intuit, the owner of QuickBooks, for $340 million. Today, TSheets has more than 400 staff and is used by around 90,000 companies across 112 countries to track time for more than a million of their employees.

How Does It Work?

TSheets is a time tracking device best suited for companies that have mobile teams spread across multiple locations. Employees can use their mobile devices to clock-in and clock-out from their job sites. The software uses GPS to ensure that your staff is actually on the spot when they do so.

Employees can also account for breaks taken. You can also set these breaks and send a reminder when it’s time to get back on the job. Your staff can also switch between jobs by changing their job codes. You can set and edit work schedules, manage or avoid overtime, and track leaves, all while on the move.

TSheets helps you manage your employees to perfection. You can see where your employees are working and which job they’re on. You can easily send notifications and reminders to tell them about a change of schedule, or even when the task completion time is near. Suppose an employee at a job site has to leave on an emergency, you can use the Who’s Working window to see which of your other employees is nearby and what they’re working on, to help you make an informed decision on substitutions.

Monitoring Quality

The app can also help you monitor quality. Employees can be asked to send photos at clock-in and clock-out or specified intervals. There are a host of reports to help you analyze data under a wide variety of fields and time intervals. To explain, you can generate a report of jobs versus time taken for all your employees. You can then see which employees finish a particular job the fastest and assign more such jobs to them. On the other hand, you can assign other tasks to employees who lag at specific jobs.

Using the app automates a lot of tasks for your payroll and accounting staff. Further, with the QuickBooks integration, employee timesheets can automatically generate invoices and make salary payments.

TSheets is a sophisticated time tracking app that does its job incredibly well across multiple devices. There’s hardly anything missing. It probably offers more features than you’d ever need. What it does not have, though, is advanced project management features. For that, you’d have to integrate it with another application.

 

PRICING

TSheets offers two plans – Premium and Elite. There is no free version, but you can opt for a 14-day free trial to help you decide. If you have more than 50 users, you can get discount pricing by calling 877-874-3407.

Plans

Premium

Elite

Price Per User Per Month

$6

$8

Base Fee Per Month

$16

$20

Free Trial

14 days

14 days

One Free Admin

Yes

Yes

Any Device Time Tracking

Weekly

Daily

Mobile GPS Tracking

3 months

Unlimited

Payroll And Invoicing

Yes

Yes

QuickBooks Integration

Yes

Yes

Job And Shift Scheduling

Yes

Yes

Real-time Reports

Yes

Yes

Who’s Working

Yes

Yes

Time-off Management

Yes

Yes

Notifications And Alerts

Yes

Yes

Photo Attachments

Yes

Yes

Facial Recognition

Yes

Yes

Unlimited Live Support

Yes

Yes

Geofencing

Yes

Track Project Progress Vs. Plan

Yes

Project Estimates Vs. Actuals Reports

Yes

Project Activity Feed And Messages

Yes

Timesheet Signatures

Yes

 

FEATURES​

  1. Time Tracking
  2. GPS And Geofencing
  3. Job Scheduling
  4. Project Tracking
  5. Alerts And Approvals
  6. Reports

Time Tracking

TSheets is perfect for businesses that have multiple job sites, with workers who may switch sites, jobs, or even drive around, like in a delivery service. Employees can clock-in and clock-out from their mobile phones, receive notifications, instructions, and schedules, without even visiting your office.

Once you’ve signed in to TSheets, you can send an invite, asking your employee to install the TSheets app on their mobile phones. You can then set permissions for that employee. They may be only allowed to clock-in and out, view their schedules, and receive notifications. Or, they could even be allowed to set their schedules, jobs, and tasks.

Time Clock Window

Every employee has a time clock window on their app. It displays very clearly the time clock running – a green button to clock-in, an orange button to take a break, and a red button to clock-out. Further, employees can take breaks as they choose, or you can designate a certain time for it. If you desire, it can be made billable. You can calculate overtime automatically, and get an alert when an employee is about to go into overtime. Staff can also switch between jobs, by just changing the job code without having to clock-out. What’s more, they can also see their leave status, be it sick or paid leave, and you can integrate this data with payroll.

Time Clock Kiosk

The software has an interesting feature called Time Clock Kiosk. If some of your employees’ regular work is at a specific location, like the staff at a retail store, you can have them all clock-in and out from the same device. It could be a mobile, tab, or a desktop. You have to share a four-digit pin with each employee to check-in and out every day. But that’s not foolproof, is it? One employee can just pass his pin to another, and the latter can clock-in instead. So, TSheets uses facial recognition to prevent buddy punch-ins and sends you a notification if there is a mismatch. Further, a manager or supervisor can clock-in an entire crew in one go.

Using Dumb Phones

If an employee does not have a smartphone, he can just use a dumb phone to clock-in and clock-out, by sending an SMS or calling a toll free number. It costs an additional $1.50 for a user every month. Further, the software is also capable of manual time entry for the employees you trust.

GPS And Geofencing

The software uses your employees’ mobile GPS to track their location. One useful feature is that GPS tracking is not constantly on, which saves battery life. Further, this data is not accessed after clock-out to ensure employee privacy.

Using the Who’s Working window, you can see where exactly your employees are in real-time. It displays all employee locations on a map. You can zoom in for a closer view if required. This helps you manage your employees better and coordinate between job sites, moving personnel, and material as required. Besides, you can also set the software to record locations on your timesheet at clock-in and clock-out or specified intervals.

Geofencing is also available. You can set a virtual perimeter around your job sites. Employees get a notification when they enter or leave the perimeter, which can serve as a reminder to clock-in or out, or choose from a list of jobs. In case an employee breaches the fence when they’re on the job, you’ll get a notification.

Job And Shift Scheduling

Scheduling is both highly customizable and very easy. TSheets accomplishes this by combining a whole lot of options, a well-arranged UI, and allowing for a lot of picking and choosing. You don’t have to do a lot of work; just make the right selections as you would do at a buffet.

Adding Jobs

But first, you need to add a job. On the dashboard, you click on the Jobs or Customers title that comes in the sub-menu. If you are in an industry like software products, for example, you can even rename the job title as Products by clicking the More button in the window that opens. You then press the Add Jobs button (or, as in the example mentioned, Add Products) button. You then add the name, a shortcode for SMS, the location, and custom fields. Further, you can assign this job to all team members, or pick only the ones you need. You can also add custom fields like Billable, Payroll Items, etc.

You can then add sub-jobs to this job by clicking the + icon on the dashboard. The sub-job is created by entering details just as you did for the job itself. There’s a lot you can play around with here. You can add sub-jobs to this sub-job, move a sub-job to another customer, or even elevate it to a top-level job without having to create it all over again.

Assigning Jobs

You can click on the name of the employee, and the Shift Builder will appear on the right, where you can set the date, start and end times, and give a title and color for the shift. You can then connect it to a job, specify the job location, and key in some notes if required. Notes can be an instruction, something to look out for, or just some encouragement. One useful feature is that you can add multiple employees to this shift, which saves you the hassle of having to click on each employee’s name to add them to the shift. On the other hand, if the instructions or jobs are different, you could add them individually. You could then save it as a draft, or publish, which will notify the employee.

Viewing Schedules

By clicking on ‘Schedule’ on the main menu, you can go to the scheduling dashboard. The display is designed like a spreadsheet, which you can view by employee or job. For instance, if the setting is ‘Employee’, you will find that against each employee’s name stretches a row of jobs assigned to him, arranged in order of when he’s supposed to do it. You can view the rows by day, week, or month. For instance, if you’ve chosen to view it by week, each column on the sheet will display a day of that week. What’s more, the job for that particular day will be mentioned in a color-coded box, so you get a clear picture of the week ahead at a glance. The view also allows you to apply filters.

TSheets has a bunch of features to make your job easy. You can copy the previous day’s, week’s, or month’s schedule to repeat them. In addition, schedules can be synced with your calendar or Outlook.

On the top right-hand corner of the dashboard is the settings icon. Using it, you can set the permission levels of all your employees in one go. You can set whether they can see only their own, just their group’s, or the entire company’s schedule. It’s the same with permissions to manage schedules. In this case, one additional feature is that you can also set it such that employees are not allowed to tamper even with their schedules.

Shift Scheduling

By clicking the Actions drop-down menu on the schedule dashboard, the Shift Builder appears on the right. Here, you can fill in the shift name, the color, the employees, as well as the job or customer. Further, you can also enter the location and any notes. Custom fields like the related task can also be added. You can also enter the start and end times of the shift, which can repeat on certain days or specific days of the week. On the other hand, you can select the All-day option if you don’t need the job to be done at any particular time. Your employees will know that it can be completed anytime that day.

Project Tracking

Adding a project is similar to adding a schedule. You need to click Projects on the main menu, then choose Add Project and add in the details. Do note that you can link a project to just one customer. The project dashboard displays the number of days left, estimated hours left, the hours worked so far, and displays a progress bar. The clean layout with only the essential details gives a clear overview of the status of work. For employees, a project appears just like any other sub job. When clocking in, they first select the customer, and then the project against which time is tracked.

Alerts And Approvals

You can send notifications to remind your employees to clock-in or clock-out. What’s more, you can send notifications on workdays only. Besides, you can also send them when a shift is assigned, or in case an assigned shift is changed. Further, the system can send alerts at a particular time before a shift starts. You can even remind your employees to clock-in or clock-out. Do note that the application can send your notifications via the mobile app or email.

Clicking Approvals on the main menu allows you to approve your employees’ time. Once approved, no changes can be made to the timesheet. As always, there are a variety of ways to accept the hours worked. You can do it by week, month, or a specific date range. In addition, you can do it for an employee, a team, and the company in one go. Once you’ve set the filters, you can run a report to display this data. Here, you can observe the total time and dive in for more details like overtime, PTO, as well as the timesheet for each employee. You can also carry out edits to a timesheet right here. Incredibly, by clicking the GPS icon that appears when you hover over an employee’s name, you can see where they’ve been on a map.

Reports

TSheets allows you to generate live reports based on payroll, project, and schedule. The reports can be printed or downloaded in CSV format.

Payroll Reports

The Payroll Report gives you an analysis of your employees’ time in astonishing detail. All your data can be filtered by week, month, pay period, or a custom date range. Besides, you can have all the employees featured, or just the ones you choose. The report gives an easy to understand, a color-coded summary of the total time, divided along with various parameters like total hours, regular hours, PTO, breaks, and more. Over time this will help you notice the more significant patterns in where your money is going.

Similar color-coded bars are also displayed against individual employee names. Clicking against your employee’s name gives you more detailed data. The dashboard then displays hours per day, job breakups in a pie chart, and PTO. Further, a table shows all the timesheets below. The software can print or download all of this data by totals, day, individual employees, or all employees. Additionally, these reports can also be downloaded as Excel or PDF files.

Project Reports

Project Reports give you time data according to customers, tasks, or projects. You can filter the data based on various criteria, just as in the payroll reports. In this case, it includes the custom fields you’ve entered. The data is displayed in different color-coded bar charts for jobs, groups, employees, and tasks. Beyond this, you can also see employee costs for your jobs, which include estimated costs.

Schedule Reports

Schedule reports come in two options. One is Scheduled v. Worked, so you can see if your planning is on the right track. The second is Tardies, which lets you know if any employees were late or skipped a shift.

Other Reports

You can also generate reports based on exceptions, logging, and auditing, as well as tracking. The Tracking Reports are especially useful from a business planning perspective. You can observe information on employee job costing, GPS points, as well as hours by date, employees, groups, and jobs.

INTEGRATIONS

TSheets offers as many as 40 direct integrations. You can also use the API to build an integration of your own.

Here’s the complete list of integrations:

  • QuickBooks Online
  • QuickBooks Desktop
  • ADP
  • Xero
  • Sage
  • Gusto
  • Square
  • Square Payroll
  • Expensify
  • Namely
  • Rippling
  • SyncEzy for simPRO
  • TravelBank
  • ClicData
  • Fyle
  • Aero
  • MakeShift
  • OnPay
  • EngageMode
  • Justworks
  • Wagepoint
  • Breezeworks
  • PaymentEvolution
  • Karbon
  • Knowify
  • Qvinci
  • Results
  • Flint
  • Activehours
  • CougarMountain
  • SimpleForms
  • Asana
  • Branch
  • Salesforce
  • Janmar Systems
  • Gravity Sheets
  • JazzHR
  • Automate.io
  • Lawn Buddy
  • Flat File

Flat File Integrations

TSheets also allows for the following flat-file integrations:

  • Sage
  • ADP
  • Paychex
  • Comvida
  • eXpert
  • Ceridian
  • Darwin
  • Evolution
  • MAS 200
  • EChx
  • PayPlus
  • EZWeb
  • Sagepro
  • Timberline
  • And More
  • MAS 90
  • Panorama
  • Paylocity

Online Security

TSheets ensures the security of your data in multiple ways. All data transfer is through a minimum of 128-bit TLS. Further, multiple, hardened Linux servers in Tier-3 data centers store your data. They have real-time video monitoring and strict access controls. Also, data centers in multiple, as well as diverse geographical locations, run the TSheets software. Using multiple data centers ensures that the software is not affected by natural calamities. What’s more, TSheets uses 256-bit AES encryption to store the daily data backup. Robust coding practices are in place to prevent CSRF, XRF, and SQL injections.

More About TSheets Tracking Software

Setup

Setting up the easy is not complicated. Once you sign up and get to your admin screen, you will see a main menu on the left. Just below this is the sub-menu, in a slightly smaller font and with distinct headers for Employees, Jobs, Company Settings, Feature Add-ons, and Menu Preview. You can also populate the main menu with titles like Time Clock, Schedule, Who’s Working, Time Entries, Paid Time Off, Approvals, and Reports by choosing the additional features you require from Feature Add-ons in the sub-menu. These are the primary functions you need as a business owner who wants to track his employees’ time.

Adding Employees

The first thing to do is to add your most valuable assets – employees. Clicking on Employees opens a window with the tabs Add Employees, Groups and Managers, Time Entries and Invite Employees. Here, you can enter their names, email, mobile, specify their role, and send them an invitation. To add multiple employees, you can import them either from your accounting software or a CSV file.

Setting Permission Levels

Specifying an employee’s role also defines their permission level in TSheets. Admin is the highest level. There’s also a Payroll Manager who approves or rejects timesheets and payments. Finally, there’s the lowest permission level – Employee. All employees’ permission levels can be customized so that they can either just clock-in and out or can manage their time themselves. Also, there’s a custom permission level for someone whose role falls somewhere in between the three preset levels. For example, you could set bespoke permission levels for shift managers, supervisors, or foremen. There are as many as 13 settings to play with, ranging from managing accounts to schedules.

Customization

A high level of personalization is available on TSheets. You can click the edit button beside an employee’s name. This action will open a window where you can add an employee’s Payroll ID, his rates, put him into groups, connect him with jobs, set PTO codes, and configure overtime as well as notifications. All of these settings come with multiple options and are as customizable as you want them to be.

Next, you add your employees to groups (teams), tasks, jobs, and customers, as required, and you’re ready to take advantage of TSheets’ remarkable time tracking and payroll features. Do note that TSheets has two levels of settings – company and employee. Changes at the company level reflect in every employee’s settings.

Device Compatibility

TSheets runs across multiple devices. The mobile app is feature-rich, with all the basic features. However, advanced admin features require a desktop.

Desktop Browser

Chrome

Firefox

Safari

Microsoft Edge

Mobile

Android

iOS

Tablet

iOS 8.0+

Android 6.0+

Customer Support

TSheets customer support is among the best in the business. Besides FAQs and help pages, there are many other ways to get help.

Live Support

There’s live chat available from 5 am to 9 pm on weekdays and from 8 am to 5 pm during weekends. The friendly response is from real people, and fast. TSheets claims an average 12-second response time. There’s even a live support chat window in your TSheets application. Besides, you can also call their customer helpline.

Webinars And Videos

TSheets conducts Webinars regularly, and you can register for them from the website. You can also access previous webinars from the same page or the Youtube channel. Further, there are some comprehensive training videos on the website, and the TSheets Youtube channel has as many as 112 videos.

Community

TSheets leverages the active QuickBooks community to offer additional support. Queries are answered, and suggestions are often taken up.

PROS AND CONS

PROS

  • Precise time tracking
  • Automated payroll and invoicing
  • Easy job and shift scheduling
  • GPS and geofencing
  • Feature-rich mobile version
  • Detailed reports
  • Alerts and notifications
  • Facial recognition
  • Employee Time Kiosk
  • Can send photos
  • Live support
  • Highly customizable and flexible

CONS

  • No advanced project management
  • No free version
  • Relatively expensive

CONCLUSION

There are two broad approaches to building a great software product. Some companies try to cover as many bases as possible to appeal to a wide user base. But others, like TSheets, find a niche and dig deep into it, covering that one base with flair.

It offers features that perform all tasks that a pure-play time tracking application possibly could. It finds the right balance between sophistication and simplicity. The app also adds intelligent design and well thought out functions. Its seamless integration with accounting software like QuickBooks also adds to its appeal. After all, TSheets is the No. 1 app in the QuickBooks ecosystem. It’s no wonder that accountants are enthusiastic about recommending TSheets to their clients.

However, it lacks advanced project management features. It could also add other features like automatic mileage calculation for employees like truck drivers and delivery personnel. Not having a free version is also a drawback. After all, 14 days may not be enough to understand all the benefits.

One thing is for sure – TSheets will save you time and money. It’ll also help you analyze employee performance as well as to adapt plans and schedules on the go. Just about every screen has an idea icon, asking you for suggestions. It’s this approach to constantly get better that keeps it at the top of the heap. And if you’re a business that’s often on the move and spread across multiple locations, that’s just where this app can take you too.

Check out our list of the Best Time Tracking Software companies

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