Timesheets without the spreadsheet
Hours in. Payroll and invoices out.
If your timesheets live in a spreadsheet and somebody retypes them into Xero or MYOB every fortnight, that is the job HoursEasy does. Your people record hours against a client or a project on their phone. The office exports them totalled by person for payroll and by client for invoicing. Where a client wants proof, they can sign for it.
Works with no signal. Unlimited logins, you pay for the people whose hours you record. Connects to Xero and MYOB.
The fortnightly ritual
The spreadsheet became load-bearing.
Nobody chose it. It started as one tab for one job and it now decides what everybody gets paid and what every client gets billed.
Hours arrive in four formats
A photo of a diary page, a text message, a voice note, and somebody who tells you on Monday. One person retypes all of it, and the retyping is where the mistakes come from.
Everything gets entered twice
Once grouped by person so you can pay them, once grouped by client so you can invoice. Two tabs, two sets of totals, and they drift apart quietly until somebody queries a pay slip.
Nobody can prove last month
A client questions a Tuesday three weeks ago. The answer is somebody’s memory and a spreadsheet cell that anybody with the file could have changed.
How it works
Three steps, and none of them is a spreadsheet.
- Step 1
Your people record hours on their phone
Start and end times against a client or a project, plus anything they used or spent. It runs in the browser with no app store, and it keeps working with no signal, syncing when there is some.
- Step 2
Sign-off where it is wanted
Hand over the phone, or send a link. For teams working on a client’s site this is the docket they ask for, and it carries no prices at all. For everyone else it is optional.
- Step 3
The office exports approved hours
Totalled by person for payroll and by client for invoicing, as a CSV or a branded PDF, in the shape Xero and MYOB already want. Nobody retypes anything.
What comes out
Hours and everything used doing them, on one itemised document.
The output is not a list of times. It is the invoice document your client already expects, built from the same entries that produced the pay run.
Items are captured where they are used
Consumables, materials, plant and expenses get logged against the project on the day, by the person using them, not reconstructed from receipts three weeks later.
Priced from the project’s own rate table
Each project carries its own rates, so an hourly task, a fixed-price item, hire billed by elapsed time and a consumable at unit price can all sit on the same day without fighting each other.
Chargeable and non-chargeable stay apart
Travel, yard time and internal work still count toward what somebody is paid, and still stay off the client’s invoice.
One document, branded, as PDF or CSV
An itemised works summary with the hours, the items and the totals, ready to send or to drop straight into your accounting software.
Where it goes
Straight into the accounts, both directions at once.
HoursEasy connects to your accounting system, and the same approved period arrives as two different things, because payroll and invoicing want the hours grouped differently. HoursEasy does the grouping so nobody has to.
By person, for payroll
Approved hours totalled per employee, in the shape your payroll run wants. Award interpretation, PAYG and super stay where they belong.
By client, for invoicing
Hours and items grouped by client and project, priced and ready to become an invoice rather than a starting point for one.
And a plain CSV, always, for anything that is not on that list. Getting your own numbers out is never a paid feature.
When somebody disagrees
The hours still hold up three weeks later.
A signature is attached to the hours it covers
Not a separate pile of paper somebody has to match back to a timesheet at the end of the month.
Signing stamps, it does not lock
Somebody out of range all week can still sync Monday’s hours on Friday. Locking the period would refuse exactly the person offline capture exists for.
Disagreements are reported, in both directions
If a signed figure and the hours behind it stop agreeing, the office is told: both a signed number that has since changed, and work that arrived inside a signed period afterwards.
Rates freeze when the period is approved
A pay rise in June cannot quietly rewrite what April’s invoice said. That defect is the reason this was rebuilt.
What it does not do
It is not payroll software, and that is deliberate.
Award interpretation, PAYG, super and STP are not on the roadmap and never will be. Xero and MYOB do that, they do it properly, and they are already doing it for you. HoursEasy does the part they cannot: getting accurate, agreed hours out of the people doing the work and into the format those systems want. It computes no pay, no cost, no margin and no GST, only hours against the rate your project’s own rate table names.
Pricing
One price a month, counted on the people recording hours.
Crew
One small team, off the spreadsheet.
$49per month
- Up to 5 people recording hours
- Unlimited logins
- HoursEasy branding on dockets
- CSV and PDF export
Site
Most teamsSeveral teams and a bookkeeper who wants it in Xero.
$99per month
- Up to 20 people recording hours
- Unlimited logins
- Your own branding on dockets
- Xero and MYOB connection
Fleet
A whole workforce recording hours.
$149per month
- Up to 40 people recording hours
- Unlimited logins
- Your own branding on dockets
- Xero and MYOB connection
Custom
More than forty recording hours.
Talk to us
- More than 40 people recording hours
- Unlimited logins
- Your own branding on dockets
- Xero and MYOB connection
Prices are in AUD per month and include GST. Pay annually and you get two months free.
You pay for the people whose hours get recorded, and for nobody else. Logins are free and there is no limit on them, so an owner, an admin or a bookkeeper who never records hours costs nothing. Somebody who does record hours counts as one, including an owner.
Questions
The ones people actually ask.
- We are not a construction business. Is this for us?
- Yes. If people record hours and those hours end up in payroll or on an invoice, this is the shape of the problem. Consultancies, agencies, trades, service businesses and labour hire all run the same loop. The site-work features are there when you need them and out of the way when you do not.
- We already use a docket app. Why this?
- A docket app gets a signature onto a piece of work, and most of them do that well. Very few carry it through to hours totalled by person for payroll, which is usually the part still being done by hand in a spreadsheet. If your docket app already produces your payroll hours, you probably do not need us.
- Does it do payroll?
- No, and it never will. It produces approved hours and hands them to Xero or MYOB, which handle award interpretation, PAYG, super and STP.
- Who do we pay for?
- Anyone whose hours are recorded. Logins are free and unlimited, so an owner, an admin or a bookkeeper who never records hours costs nothing. Somebody who does record hours counts as one, including an owner.
- Does it work where there is no signal?
- Yes. Hours, items and signatures are captured on the device and sent when a connection comes back. That was validated against three years of real use before it was built.
- Is there an app to install?
- It installs from the browser onto the home screen. No app store, no build to wait on, no update to chase, and the camera and signature capture both work.
- Can I get my data out?
- Every summary exports as a CSV and a PDF, and both are yours. There is no export fee and no notice period on getting your own numbers.
- What if we have more than forty people recording hours?
- Talk to us. Above forty the pricing is worked out with you rather than guessed at from a table.