Charlie’s Construction Timesheets

By Charlie Fitzgibbon, Construction Professional

December 16th 2024

With over 15 years of experience in the construction industry, I’ve learned that efficient time management is as essential as any tool on the job site. Construction timesheets are the lifeblood of effective resource management but are easy to get wrong, over-complicate, or mismanage.

Timesheets fundamentally provide an accurate record of hours worked to ensure payroll accuracy, and help track project costs effectively, as well as provide valuable insights into the performance of a project.

Over the years, I’ve developed multiple iterations of my ideal timesheet template, however, I’ll save you the hard work by sharing my downloadable construction timesheet templates with you completely free. However, let’s first understand what timesheets are.

This Article Covers:

• What Are Construction Timesheets, and Why Should You Care?
• Why Are Timesheets Important in the Construction Industry?
• Construction Timesheet Formats and Options
• Key Elements of a Construction Timesheet
• Use Timesheets Like a Pro
• Timesheet Challenges
• Bonus Tips for Implementing Effective Timesheet Practices

What Are Construction Timesheets, and Why Should You Care?

In short,  timesheets are documents used to record hours worked, however, there is more valuable data that we can capture in the process. The eureka moment comes when you realize that timesheets are not simply a paperwork exercise, they are a tool that gives us a window into various project insights, such as project efficiency, labor tracking, and cost management.

The magic comes when you learn how to interpret, utilize, and automate this data to improve project and business deliverables. The basic information collected within timesheets is as follows:

• Payroll hours
• Overtime and holidays
• Team member locations
• Work tasks done

However, If done right, not only can we collect payroll information, but we can also capture some further insights, such as:

• Team member productivity
• Productive hours vs unproductive hours (travel, collecting materials, bad weather, etc.)
• Supervisor feedback
• Team member feedback
• Unplanned & ad-hoc expenditure patterns
• Operative reporting capabilities

Accurate timesheets are not only vital for payroll, project planning, compliance with labor laws, and analyzing productivity, but are also a looking glass into how your business or project operates.

Construction Timesheet Formats and Options 

Depending on the size and scope of a project, you may choose different types of timesheets:

• Daily Timesheets may be required on complex projects, or large-format maintenance programs that span several job sites. Daily timesheets allow for a greater level of detail to be inputted by construction workers, which is particularly helpful if team members work across more than one location.
• Weekly Timesheets are typically used on more simple projects, no matter how long or short, where tasks are more repeatable, and team members are less likely to visit more than one location frequently. The simplicity of weekly timesheets does mean less data is captured, however, this can make payroll functions more streamlined.
• Digital Timesheets are becoming more popular with recent technological advancements. Paper timesheets are at risk of becoming damaged or lost, and digital solutions can reduce the margin for error. Digital options are becoming a must for larger teams working across remote locations.
• Paper Timesheets do however still have a place. In small projects, or intimate teams, digital solutions can be overkill. There is nothing wrong with keeping it simple if appropriate.

Key Elements of a Construction Timesheet

A well-designed construction timesheet should capture the essential details relevant to the size and complexity of a project to ensure accurate and compliant record-keeping is maintained. They include basic information such as the worker’s name, project name, job site location, and date, alongside time entries that record the start and end times for each shift or task.

Task descriptions provide clarity on the activities performed, while records of breaks are required to comply with labor laws. Overtime hours should be noted to account for work above contracted hours. Timesheets should also require the signature of both a supervisor and the contractor to validate the information recorded, ensuring accountability and accuracy.

Use Timesheets Like a Pro

Once upon a time, I was in charge of overseeing a new-build block of apartments in an area some distance from our company offices. Realistically, I could get down to the site once or twice per month, so I planned to rely heavily upon the support of the onsite team’s reporting to track site works.

Every day, I would receive a report, covering who was on site, what progress was made, and what the plan was over the coming weeks and months. When I visited site, everyone appeared organized, busy, and work was being done. All looked good at a glance, however, whenever we would get to our end-of-month general meeting, that particular project seemed to always miss its milestones and deadlines.

I couldn’t understand why. The site team were some of our best contractors, however, we were constantly not achieving targets.

It wasn’t until a late night spent investigating the problem, did I happen to turn to the timesheet folder to see if I could find any clues. Instantly I saw the issue, it was staring me in the face the entire time. The site manager had indeed selected the right squad of subcontractors for the project, the best that we had in our phone book. The problem was they were all based close to the company’s headquarters, not the job site.

Contractors were driving through rush hour traffic in the morning, not arriving on site until mid-morning, and then leaving early to avoid traffic on the way home. To counter this, they had opted to work a half day on Saturdays, but a short day is never as productive as a long one. By the time vans are unloaded, and tools are plugged in, it is almost time to pack away again.

We quickly relocated those teams to sites closer to home and appointed new local contractors for the project. Lesson learned – timesheets are not just a paperwork exercise to please HR, they are a tool that can provide vital clues and insights.

the ‘give a damn’ test

Another timesheet hack that I utilize often is what I call the ‘give a damn’ test. Timesheets are the first reporting exercise that you encounter when stepping onto an entry-level rung of a construction career. Whether you’re an apprentice or another new start, everyone has to complete a timesheet in their first week and beyond, and those with less foresight will often see it as a chore rather than a productive function.

On one occasion, I had been approached by one of our contracts managers who said he had a carpenter who showed a keen interest in progressing into a site management position. He’d been working as a tradesman for several years and certainly knew his way around a construction site.

We discussed it internally, and the conversation was overheard by HR, who happened to comment that the particular individual’s timesheets were often late, messy, and incomplete. Needless to say, in the end they were not invited to interview for the promotion.

If they didn’t ‘give a damn’ about their timesheets, why would they care about any other reporting responsibility required from a management role? 

Timesheet Challenges

Managing construction timesheets is a lot like going to the gym. It requires consistency, discipline, and time to realize any benefit. To see success, a system must be agreed upon by all teams and then adhered to constantly.

These days, with the variety of timesheet software options available, manually processing timesheets is quickly becoming a thing of the past. Paper timesheets often lead to mistakes, such as inaccurate data entry or miscalculations. By the time a paper timesheet has made its way from the site, across town in a van, and to the office, it’s inevitable that one or two will become damaged, and that’s before looking at human error when processing them.

These mistakes can result in incorrect payroll, project cost mismanagement, and unnecessary disputes with workers. This is not to say, however, that digital software is always necessary. In smaller teams, simple solutions can help keep things moving efficiently. Whether it be on paper, or a simple group chat on your phone, in some instances a simple process is preferable.

Incomplete or inaccurate timesheet records also pose significant compliance risks. Failure to maintain detailed and accurate records of workers’ hours can lead to violations of labor laws, such as the Fair Labor Standards Act (FLSA), resulting in fines or legal action. An improper record-keeping system also opens the door to issues such as time theft, where workers record hours they did not work, further impacting project budgets and timelines.

Bonus Tips for Implementing Effective Timesheet Practices

• Set Clear Expectations: Train your team on how to fill out timesheets correctly.
• Verify: Managers should cross reference timesheets to catch discrepancies early.
• Enforce Deadlines: Establish clear timelines for submitting timesheets to avoid delays in payroll processing.

Conclusion

I hope you can now see that timesheets are far more than routine administrative tasks in the construction industry—they are a powerful tool for improving project outcomes and business efficiency. By accurately capturing work task details efficiently, timesheets not only aid precise payroll processing but can be the crystal ball your project needs to spot inefficiencies early on.

Whether you’re still using paper-based forms or leveraging digital solutions, the key to effective timesheet management lies in consistency, accountability, and interpretation of the data to make informed decisions. With the right practices and tools in place, timesheets can transform from a chore into a strategic asset for any construction project.

Looking for more? Check out my free downloadable Construction Timesheet Templates.