4 min read
March 20, 2017 
Why Should You Use Online Timesheets?
1. Saves space on-site and cuts off-site paper filing service costs
With online timesheets, there’s no need for bulky filing cabinets or stacks of physical records taking up valuable office space. Everything is stored securely in the cloud, which means you can wave goodbye to costly off-site document storage and regular expenses for shredding or archiving old paperwork.
2. Cuts time spent on submissions and approvals with digital upload and receipt functionality
Online timesheets let employees easily submit their hours and supporting documents directly from their computer or mobile device, eliminating the need for paper forms or physical signatures. Managers receive instant notifications, allowing them to review, approve, or request changes in real time—no more delays from tracking down paperwork or waiting for files to travel between departments.
3. Works across multiple locations on one system without local management
Online timesheets are accessible from anywhere, making them ideal for organisations with teams spread across different offices, job sites, or even countries. Everyone—whether on-site, remote, or part of a hybrid setup—logs hours and submits information using the same centralised platform. There’s no need for a local manager to handle or consolidate physical timesheets, so processes remain consistent, accurate, and fully visible to HR and leadership.
4. Deliver data-based accountability to decision-making
Online timesheets provide detailed, accurate records right across your business. This holistic recording supports transparent reporting, highlights attendance trends, and reveals patterns in overtime or resource allocation, empowering managers and decision-makers to make informed choices rooted in real data rather than assumptions.
5. Tracks resource allocation per project across departments
With online timesheets, you can see exactly how much time employees are spending on each project, client, or task with complete visibility. This simplifies cross-department collaboration by allowing project leads to track contributions from various teams in real time.
6. Helps to analyse productivity and gain insight for future task prioritisation
Online timesheets give managers access to detailed, real-time data on how employees are spending their time. With this information, you can easily identify which activities or teams are delivering the highest value, see where there may be inefficiencies, and assess if deadlines or budgets are being met. Over time, this allows you to spot patterns in performance and workload, highlight opportunities for training or resource reallocation, and plan more accurately for future projects.
7. Brings transparency to customer billing and payroll
By using online timesheets, every hour logged by employees is automatically linked to the relevant client, project, or cost centre, providing an auditable trail for billing or allocating resources. This transparency means your clients see exactly what they’re being billed for, building greater trust. When it comes to payroll, employee hours, overtime, and adjustments are precisely recorded. This ensures pay is calculated correctly every cycle, reducing potential disputes.
8. Installs a strong culture of accountability, discipline and focus
Online timesheets promote personal responsibility by making it clear that every team member’s hours are tracked in real time, creating accountability across all levels of your organisation. This encourages consistent attendance, effort, and time management. Clear, accessible records also reinforce company standards and highlight both high performers and areas needing improvement, helping to drive professional development and maintain a focus on objectives.
9. Ensures compliance and provides evidence in disputes or even litigation
Online timesheets create a secure, tamper-proof record of employee attendance, hours worked, breaks, overtime, and project allocation, supporting your compliance with employment legislation, industry regulations, and company policies. If a dispute arises you have immediate access to detailed, verifiable information to support fair and transparent resolution. In the event of a legal challenge, this digital repository stands as evidence, safeguarding your organisation and helping to protect employee rights.
10. Works faster and easier than dated paper or spreadsheet systems, and delivers an instant reporting function
Moving to online timesheets means ditching the slow, error-prone routines of manual entry and outdated spreadsheet tracking. Employees can quickly enter their hours from any device, instantly submit requests for approvals, and avoid paperwork bottlenecks that cause unnecessary delays. The system automates repetitive admin, keeps everyone up to date, and significantly reduces the risk of lost or misfiled records.
Most importantly, online timesheets provide instant access to customised reports—no need for hours of compiling, sorting, or cross-checking formulas. HR, managers, and decision-makers can immediately pull accurate insights on attendance, overtime, project spend, and resource allocation. This accelerates not just payroll but broader people analytics and compliance monitoring, enabling your business to react quickly, allocate resources smartly, and maintain a clear overview of workforce activities in real time.
The result?
Less time chasing admin and more time focused on driving business outcomes.
