Tag Archives: employee time tracking

Not all Time Tracking Integrations with Construction Accounting Systems or ERPs are Created Equal

WorkMax Not all Accounting Integrations Are Created Equal

WorkMax Not all Accounting Integrations Are Created Equal

Not all Accounting Integrations with Employee Time Tracking Solutions are Created Equal
By: Mike Merrill, COO 

Activity-based cost coding is mission-critical for your construction company. Accurate time and cost tracking help you manage costs, identify profit centers within your business, and sets you up for sustained growth for the future. Are you tired of spending all of your time reallocating costs on projects because employees are reporting time on the wrong projects and assigning the wrong tasks or cost codes? Wouldn’t it be nice to have job or project-restricted cost codes based on the actual scope of work instead of just a full list of all the possibilities for employees to select on their time sheets or daily field log reports? Many cost accountants and project managers get frustrated that they have meticulously organized and logical project cost accounts set up based on the specific scope of the work and it seems that they can never get the labor hours or completed work to the right cost centers without a considerable amount of manual intervention.

There is now a way to make sure that all of the correct project labor costs and completed work feed directly into your detailed project cost accounts into your accounting system or ERP. You did all the hard work initially, making sure that the project cost accounts are based on the scope of work with only the relevant cost codes. When you’re partnering with an employee time tracking software vendor, you want to make sure that their product truly integrates with your accounting system or ERP, so that all of your actual costs are perfectly aligned with all of your project cost accounts. Because all integrations are not created the same, you want to make sure that you select a product that honors the structure you have set up in your accounting software to achieve the most accurate daily job costs while you also minimize reallocations or adjustments once the data comes in from the field.

The most important first step in achieving accurate job costs is selecting an employee time tracking solution that has true facial recognition to make sure the right employee is clocking IN/OUT of jobs. You will want true facial recognition that doesn’t just take pictures and force you to manually compare photos to see if it is the same person. True facial recognition compares IN/OUT photos with a source image and then automatically provides you with a match percentage between two photos. It also alerts you when the match percentage falls below your predetermined acceptable match threshold. By using facial recognition, you not only make sure the right employees are clocking IN/OUT of jobs; you can also see the true cost savings that are realized. Archer Mechanical saved over $141,440 in the first year using facial recognition and by tracking employee’s time in real time rather than having supervisors clock in their whole crew.

WorkMax Google Chrome 2019 04 04 15.55.21

On the left, the Clock IN photo is over a 98% match to his profile photo on the far right and his Clock OUT photo is over a 96% match. If the match was less than the acceptable 80% threshold, you would be alerted.

Now that you have confirmed that the right employee is clocking into the right job, you’ll also want to select an employee time tracking solution that allows you to capture your employees’ completed work progress easily in the same app as their employee time tracking. Here are the Top 10 Reasons to Track Production in Your Time App. With this solution in place, there are no additional reports to fill out when you’re tracking production units in the same app as your employee time tracking solution. Employees are prompted to enter their completed work as they are switching tasks throughout the day. If you only want completed work calculated at the end of the day, make sure you find a time tracking solution with multiple workflows to allow you to capture their completed work in real time or at the end of the day or week. To make sure your actual completed work matches up to the remaining work that needs to be completed in your accounting system, you also need a solution that allows you to personalize the units of measure to make sure your actual unit of measure fits your business and matches up to the budgeted amount of completed work in your accounting system planned for the project. This way you always know you’re comparing apples to apples for the same tasks and it all rolls up nicely into your accounting solution.

Now that you know the right person is Clocking IN/OUT of a job or project and capturing completed work, the next step is to simplify how the data is presented to your employees so that they can quickly and accurately assign their labor costs and completed work to the right project and the relevant cost codes or tasks as they are completing the work. You’ll want the flexibility to allocate labor hours and tasks or cost codes in real time or after the fact or a combination. Also, your company might have hundreds of project cost accounts or cost codes. When employees have too many options to select from when they Clock IN/OUT, the likelihood for mistakes that you’ll have to reallocate is pretty high.

Permission Profiles Connect Max Import Concrete Employees Cropped

With WorkMax’s ConnectMax integration with your accounting system, you can easily import your concrete employees into WorkMax to set up permission profiles to automatically show your concrete employees just the concrete jobs and cost codes for accurate job costs in real time.

 WorkMax Employee Record with Concrete Projects

 John S. Intendant is in the concrete department and he only has permission to see concrete-related jobs. Once the permission profile is set up, every time you add a new concrete department employee, concrete job, or concrete cost code, it will automatically be added to all the concrete employees.

 WorkMax Some Concrete Tasks Assigned to Concrete Project

In the third section, you will see a list of all concrete tasks and only some of them are selected. Permission Profiles allow you to pre-assign tasks or cost codes based on your scope of work for the job to get more accurate job costs.

Although getting one employee with 100% perfectly accurate job costs is great, but it would be far more beneficial if you could get almost 100% accuracy for all of your employees’ time tracking and job costs along with all of their completed work. In order to accomplish this, you need to make sure that you present the right data to the right employees on the right job. Automated permission profiles mimic your accounting software so that all existing and future employees assigned to a department or specific role can only clock into their assigned jobs or cost codes. By automating these permission profiles coupled with true accounting software integration, the process of getting the right employees entering the right job cost information is streamlined, while all of the data integrity is maintained according to your accounting system’s project cost and organizational structure.

To see a list of the WorkMax integrations with videos to show you how easy it is to integrate WorkMax with your accounting solution or ERP, click here. Check out how easy it is to honor your accounting system’s project cost and organizational structure to get the right data to the right people at the right time by automating permissions, click here.

 

 

WorkMax TIME, FORMS, and ASSETS by AboutTime Technologies Enriches Integration with Top Construction Accounting Systems and ERPs

PRESS RELEASE Permission Profiles

PRESS RELEASE Permission Profiles

WorkMax TIME, FORMS, and ASSETS by AboutTime Technologies Enriches Integration with Top Construction Accounting Systems and ERPs

Clones accounting system project cost and organizational structure for accurate daily job costs to minimize reallocations with Permission Profiles

(Payson, UT – May 14, 2019) AboutTime Technologies, a 16-year veteran of on-premise and cloud- based mobile resource management, today announces that it has expanded its integration with the top construction accounting systems and ERPs with WorkMax TIME, FORMS, and ASSETS. WorkMax is an easy-to-use cloud-based platform for employee time tracking, mobile forms, and asset tracking that allows project-based businesses to manage each of their mobile resources all in one place.

Permissions Profiles allow businesses to accurately track daily job costs and drastically reduce reallocations or adjustments to job costs after-the-fact. Permission Profiles allow users to create a unique profile with a set of individual permissions that can automatically be assigned to new employees. Most project-based businesses have hundreds, if not thousands of cost codes or tasks to track a project’s job costs and completed work. Permission Profiles determine what employees see when they’re entering their completed work and labor hours. This ensures that they are assigning their labor to the right jobs, projects, locations, tasks, cost codes, or assets. With Permission Profiles, employees can only select tasks or cost codes that are part of the appropriate project cost structure based on what’s been set up in the business’ accounting system or ERP.

Permission Profiles can also restrict which mobile forms are visible to employees in the WorkMax application. Only the employees that need to complete the mobile forms are able to view them and saves the employee’s time instead of searching for the mobile forms they need to complete. Permission Profiles can be set up to automatically apply permissions to track more than employees, jobs, cost codes/tasks, devices, assets, and forms by creating or importing custom list items. Custom lists provide businesses with the flexibility to track whatever they need. Examples of custom lists include employee leave codes, certified classes, or per diem allowances.

“We kept hearing that project-based businesses spent too much time reallocating job costs due to data entry errors by field employees. The bigger the list of jobs or cost codes the more adjustments they had to make in their accounting system or ERP. Also, the project job costs and completed work was always out-of-date. We looked at the data visibility goals that our customers wanted to achieve in their accounting systems and ERPs for job cost accuracy and mirrored those options in WorkMax. With Permission Profiles, we gave them an easy way to get the right data to the right employees at the right time for real-time accurate project job costs,” said Ryan Remkes, chief executive officer of AboutTime Technologies.

WorkMax has powerful and robust integrations with the top construction accounting and ERP systems including:

Mike Merrill, COO of AboutTime Technologies, will be demonstrating Permission Profiles for the first time at the TUG 2019 National Conference on Tuesday, May 14th at 10:45 AM CDT at the JW Marriott San Antonio Hill Country Resort and Spa. TUG is the national user group for Sage 300 Construction and Real Estate, Sage 100 Contractor, and Sage Estimating.

For a full list of all of the accounting, ERP, payroll, and HR systems that WorkMax integrates with click here. To learn more about WorkMax’s Permission Profiles, click here to view the video. 

 

WorkMax TIME by AboutTime Technologies Integrates with Vista by Viewpoint Construction Software

Viewpoint Construction Software Integration with WorkMax 2

Viewpoint Construction Software Integration with WorkMax 2

WorkMax TIME by AboutTime Technologies Integrates with Vista by Viewpoint Construction Software

Syncs Employee Time Tracking with Payroll and Accounting for Accurate Labor and Job Costs

PRESS RELEASE (Payson, UT – October 12, 2016) AboutTime Technologies, a 13-year veteran of on-premise mobile resource management, today announces WorkMax TIME’s integration with Vista TM by Viewpoint Construction Software. WorkMax TIME is an easy-to-use cloud based employee time tracking solution that automates time collection across an entire workforce to provide accurate labor answers on any device at any time for any size business in any industry. WorkMax TIME by AboutTime Technologies is part of the WorkMax Complete Suite and works seamlessly with FORMS, TIME, ASSETS, SERVICE, and INSIGHT. WorkMax TIME’s configurable integration with Vista TM by Viewpoint Construction Software streamlines data flow from the field to the office and syncs employee time keeping data into payroll and accounting for accurate labor and job costs. WorkMax TIME’s multiple time collection workflows make it easy for employees or supervisors to allocate labor costs in real-time or after-the-fact for true job and labor costs. WorkMax TIME also allows businesses to create unlimited pay periods, shift rules and overtime rules to automate time calculations and reduce compliance risks. “We’ve been a development partner with Viewpoint Construction Software for over a decade and we’re looking forward to providing contractors a cloud solution to make them more efficient, accurate and profitable with real-time labor data and accurate job costing with WorkMax TIME.” said David Moyer, president of AboutTime Technologies.

WorkMax by AboutTime Technologies will be exhibiting in Portland, Oregon at Collaborate 16, Viewpoint Construction Software’s Annual User Conference in booth 205 and will also be presenting The Role of Mobility in Construction in 2016 on Thursday, October 13, 2016 at 1:30 PM PDT.

 

About AboutTime Technologies

AboutTime Technologies has been a leader in on-premise mobile resource management with AboutTime Enterprise Suite to optimize labor, assets, and forms for the last 13 years. In addition to the on-premise suite offering, AboutTime Technologies now offers WorkMax, an entirely new cloud-based platform available as a suite or as individual solutions for resource management. The WorkMax individual solutions include FORMS, TIME, ASSETS, SERVICE and INSIGHT. WorkMax’s modern cloud-based resource management provides instant, accurate answers by connecting teams for labor, assets, forms, service scheduling and dispatch with real-time business intelligence for any size business in any industry. For more information about WorkMax visit www.WorkMax.com

 

Employee time tracking 6 Reasons to CHANGE today

employee time tracking

employee time tracking 

Employee Time Tracking – 6 no-brainer reasons to change your process today:

 

1. Timesheets and spreadsheets are costing your business MUCH more than you may realize.

workmax employee time trackingWhat could your business do with an extra $6,000 per employee, per year, every year? You simply can’t do business without your amazing people, its no surprise then that labor costs are also the single largest expense for the majority of today’s businesses. The costs of using archaic employee time tracking systems to manage workforce labor is conservatively estimated to cost an average business over $6,000 per year, per employee! The American Payroll Association reports that employers lose an average of 42 minutes per employee, per day due to estimated, inaccurate labor reported by writing it down after the fact (time sheets or spreadsheets). With an average hourly burden of $25 per employee, a 50 employee business will lose more than $300,000 annually (each and every year) due to inaccurate labor tracking processes. Additionally this estimate does not even account for costly data entry errors or labor-based overhead such as workers comp and liability insurance, and other business expenses directly related to your total payroll costs.

2. Mobility. Employees need anytime, anywhere access for accurate employee time tracking.

workmax employee time trackingFor many businesses, gone are the days of the cubicle. Its 2016 and more than ever, employees are on the go, remote and mobile. Mobile devices are being leveraged as critical business tools to help the mobile workforce get their work done more efficiently, from anywhere. Modern employee time tracking solutions can help your employees quickly track their time, tasks, projects and even their productivity, using the same mobile devices they already use every day. Mobile time clock apps and mobile labor tracking solutions help employees get work done quicker and help employees log it accurately, as it happens. Mobile devices and simple cloud solutions will provide your business greater real-time visibility, accountability and accuracy or your workforce.

3. Accurate time tracking reported in real-time improves client invoicing and job costing.

workmax employee time trackingReplacing paper time sheets with a simple cloud based time tracking solution can connect all of your teams and enable them to share job, project and accurate billable information quicker. Accurate time worked, tasks completed and productivity data, detailed by client or project, can stream into a central cloud-based system, virtually real-time, as it happens. The end result for your business is improved client billing accuracy, increased client billing efficiency and most importantly, now you your business can see exactly where you are making money and where you are not as it happens, opposed to weeks later. The ability to know where you are sooner is allowing businesses to pivot and adjust to increase profits. 

4. Less payroll headaches and more happy employees each and every payday.

workmax employee time trackingPayroll and the old process of tracking, transferring, processing can be a burden on your team. Manual data entry is painful and stressful for your entire staff. It is too easy to make a simple mistake and transpose time worked, tasks and codes worked on. These common and frequent mistakes, whether done in the field or in the office can result in an inaccurate paycheck and can be extremely frustrating for your workforce. Today’s automated employee time tracking solutions virtually eliminate the need for repetitive and tedious re-keying of time and attendance data. Employees can sign off and approve their time worked as it happens and your payroll and office staff can replace your stressful payroll processes with an accurate, quick and efficient solution to not only track your workforce, but to get your people paid more efficiently.

5. DOL compliance is critical for your business. CYA with accurate workforce labor documentation.

workmax employee time trackingKeeping a time stamp for each and every clock in/out, job code, task change and GPS location can protect your business in costly client disputes, unemployment claims, workers comp claims and potential DOL and DCAA issues. With an automated employee time tracking system employees can review and sign off on time worked, you can see who’s on the clock, where and what they are doing. Rest assured with an automated system all of your workforce labor data is also nicely organized in one central database, accurately documented to protect your business in case of a labor audit or labor dispute.

6. Anytime, anywhere access to your workforce labor data.

workmax employee time trackingDon’t overlook the convenience and power of being able to access and manage your workforce labor data anytime, from anywhere. A cloud-based employee time tracking system not only enables employees to enter, track and review time from anywhere, it also enables your estimators, PMs, managers, executives and entire staff to work with current, accurate labor data from anywhere. Estimating the next project is much easier when you can quickly reference exact labor actuals from a prior similar project. Getting a client quick, current answers can prove priceless for your business. Approving and processing payroll while out of the office can save the day. There are many business benefits to automating your employee time tracking process, don’t underestimate the power of anytime, anywhere access to all of your neatly organized, accurate, real-time labor data.

Click HERE to see the WorkMax Employee TIME Tracking Webinar:

Time Webinar WM B

Real Time Visibility

Modern Contractor Logo
Modern Contractor Logo
 

Real Time Visibility

Published in Modern Contractor Solutions, February 2016

By: David Moyer, President

WorkMax in the News –
Real-time visibility is a hot topic for contractors today. We’ve teamed up with Modern Contractor Solutions to share our insights on how real-time visibility with WorkMax answers your most important questions. With these answers available at your fingertips, see how WorkMax can improve your business. Here’s an excerpt from an article written by our very own David Moyer, President of AboutTime Technologies: 
 
What if you could get real-time, accurate information to manage your teams and projects from anywhere? In a perfect world, regardless if you are in the office, half way around the globe, or on the go with only your mobile device, you should have your important project information at your fingertips. Would you make it to a few more activities for your kids? Would you take that vacation you’ve been putting off for years?
 
The construction businesses of today need complete visibility into what’s happening with their projects right now, without being there. For executives and managers to get the visibility they need, we at AboutTime Technologies knew we could make it easy for construction workers to leverage simple technology in the field. That’s why we created an entirely new cloud platform, WorkMax, powerful enough for construction executives to be able to manage their businesses from anywhere while also being simple enough to use in the field.
WorkMax answers the questions you need to answer every day. The comprehensive suite of modules—FORMS, TIME, SERVICE, ASSETS, and INSIGHT—are designed specifically to relieve your pains: