How much do timesheet inaccuracies cost your cleaning company?
If your cleaning business is still relying on spreadsheets and paper timesheets to record and manage your employees’ time, activities, skills and costs, you won’t be as efficient or accurate when it comes to processing time and attendance data through to payroll execution. Often, organisations using more traditional, manual T&A methods will have experienced timesheet fraud and inaccuracies which will have a negative impact on an already stretched bottom-line.
Timesheet inaccuracies are not always conscious intent by employees entering for example more hours than actually worked, but they can also be attributed towards inadequate-management controls.
Most cleaning contractor businesses will be involved with all stages of the employee journey: recruitment, onboarding, development, payroll, retention, and exit. Multiply this by the number of employees you process, and the day-to-day people management process can be a complex task. By integrating automation, analysing data and embracing cloud-based information intelligence, efficiency and the entire process can get a whole lot easier. It’s entirely possible to move away from stacks of paper and an overflowing inbox.
It’s easy for employees with paper-based timesheets to enter incorrect times of arriving and leaving site or to round up their hours. Overpayment will often happen as the employee is paid based on those incorrect hours or rates. Couple that with huge volumes of attendance data that needs retyping from timesheets or cards into the payroll system by back-office administration staff, it’s easy for mistakes to be made and inaccuracies to go unnoticed.
Ezitracker time and attendance helps cleaning and facilities management companies to:
- Capture the attendance of remote and dispersed workforces
- Provide granular information for the employee (log in/out time, site information).
- Record site information detailing employee who attended, date, shift duration worked, performance against budget
- Generate alerting for proactive management of the workforce, punctuality, leaving site, geofencing
- Provide information against time budget to show business performance per week at a site
- Issue reports to confirm attendance, activity of the workforce
- Engage with the workforce via a messaging manager to leave voice or mobile app messages
- Assign sites/employees to managers so the workforce can see what they require
- Use a Single Portal access for the office and team to review your business.
Richard Onions, Ezitracker Customer Success Manager comments:
“Going digital with a time and attendance software solution gives operations managers the necessary technology to verify attendance in real time and eliminate the need for paper timesheets - thereby streamlining payroll reporting. The benefits can be realised through massive reductions in the administrative burden of paper timesheets, resulting in substantial savings in payroll processing, including the elimination of timesheet errors, reduction in payroll under/overpayments, discrepancies, disputes, and time spent on supervision.”
Time and attendance technology significantly reduces the potential for fraud and time-keeping disputes as finance teams can compare actual hours worked against planned hours, therefore significantly reducing the chance of over and under-payments. Manual processes performed by back-office administration, across multiple systems, increases the risk of fraudulent and inaccurate information being logged. Switching to technology that integrates with payroll will reduce costly errors and save valuable time. This approach eliminates uncertainty and by having information available in real -time, it’s possible to free up time for Managers to make the best possible decisions, streamline processes, achieve optimum levels of productivity, and boost long-term profitability.
