Time Tracking

Track crew hours, monitor labor costs, and ensure accurate payroll with LawnLedger’s built-in time tracking system.

Clocking In and Out

Team members can track time through the web app or the mobile crew app:

Web App

1. Navigate to Time Tracking in the sidebar
2. Click Clock In to start a timer
3. Select the Job being worked on (optional)
4. Click Clock Out when the work is complete
5. Review and submit the time entry

Mobile App

1. Open the LawnLedger crew app
2. Tap on the assigned job
3. Tap Start to begin the timer
4. The timer runs in the background with GPS tracking
5. Tap Stop when the work is finished

Manual Time Entries

Managers can add or edit time entries manually:

1. Navigate to Time Tracking
2. Click Add Entry
3. Select the Team Member, Job, Date, Start Time, and End Time
4. Add any notes
5. Click Save

Time Entry Review

Managers can review and approve time entries before they are finalized:

1. View the time tracking list filtered by date range
2. Review entries for accuracy
3. Edit entries if corrections are needed
4. Export approved entries for payroll processing

Who sees whose hours

Owners and admins see everyone’s time. Everyone else sees only their own hours, unless their role includes Approve Time. That permission shows the whole crew’s time on the Time Tracking page and the dashboard’s Crews tab, and lets them approve it. Pay rates and labor cost also need Edit Team Members.

If someone only sees their own hours, the Time Tracking page says so. Add Approve Time to their role in Settings → Company → Team & roles to show them the crew.

Crews that follow their lead

Tracked employees - crew members who don’t use the app - can follow their crew lead’s timer. When the lead clocks in, takes a break, or clocks out, they do too, at the same times.

1. Put the crew lead and their crew on the same crew team (Settings → Company → Team & roles, edit the member, then Team). If you run the crew yourself as the owner, edit your own row.
2. When the lead taps Clock In in the crew app, it asks Who’s working with you? Today’s crew is already checked. Uncheck anyone who’s out, or add someone from another crew.
3. Someone who leaves early gets clocked out from the crew list on the lead’s Timer tab. Everyone else clocks out with the lead.

A clock-in from the web or an automatic GPS clock-in brings along today’s crew and sends the lead a notification to check it. Drive time follows too, as hours only - the miles stay with the driver.

Payroll Export

Choose Payroll export on the Time Tracking page to download every employee’s hours for the selected range in your payroll provider’s layout - Gusto, ADP RUN, Paychex Flex, QuickBooks Payroll, or a generic file. Hours are split into regular, overtime and double time by your overtime rules. See Integrations → Payroll Export.

Labor Cost Reports

Time tracking data feeds into labor cost reporting:

• By Job — See total labor hours and cost for each job
• By Employee — View hours worked and labor cost per team member
• By Period — Weekly, bi-weekly, or monthly summaries
• By Customer — Understand labor costs per customer account

Crew Analytics

For advanced reporting on crew performance, navigate to Crew Analytics (available on select plans):

• Jobs completed per day/week
• Average time per job type
• Revenue generated per crew member
• On-time arrival rates