Construction timesheets: A comprehensive guide with 10 key questions

The timesheet, also called a timesheet or hour record, is a reference document that records in detail the time worked by an employee over a given period of time. In the construction and construction sector, it is much more than a simple scoring tool: it is a legal document that traces the professional activity of each worker, serving as a basis for calculating remuneration, social declarations and customer invoicing.

This document lists precisely the arrival and departure times, breaks and rest periods, trips and transport times, the nature of the tasks carried out and the place where they were carried out (specific site). It also makes it possible to justify overtime, identify non-productive time, and allocate labor costs by project or business. Thanks to the advantages of digital technology, modern software and ERP facilitate the management of this crucial activity while strengthening data security.

The management of working time in the construction sector represents a major challenge for companies. Between the complexity of the sites, the mobility of the teams and the regulatory requirements, master the Timesheets is becoming crucial for profitability and legal compliance. Here is a detailed guide that answers the questions most frequently asked by professionals in the sector.

1. What elements must appear on a construction timesheet?

The regulatory compliance of timesheets is a crucial issue for construction companies. With the intensification of controls by URSSAF and the labor inspectorate, each missing element can be expensive. This requirement for precision is explained by the complexity of the sector: multiplicity of construction sites, mobile teams, variable working conditions and the specificities of collective agreements in the construction and public works sector.

A compliant construction timesheet must contain several legal and practical information:

Mandatory information according to the Labor Code:

• Full identity of the employee (name, first name, social security number)
• Period concerned (start and end dates)
• Daily arrival and departure times
• Total hours of actual work
• Number of overtime hours
• Nature of work performed
• Place of work (construction site, precise address)

Elements specific to construction:

• Site code or project number
• Weather conditions impacting the activity
• Personal protective equipment used for safety
• Transport and travel time between sites
• Statutory breaks and mandatory rest periods

The signature of the employee and the line manager legally validates the document. Without these elements, the company is exposed to URSSAF adjustments and sanctions during labor inspection inspections.

2. How to ensure the reliability of the hours declared by workers on site?

In a sector where teams operate on dispersed sites, often without permanent direct supervision, the question of the reliability of time declarations becomes central. Between the temptations to “inflate” the hours and the missed deadlines, construction companies face a major challenge that directly impacts their profitability and social compliance. The stakes are considerable: a poorly declared hour multiplied by hundreds of workers can represent a difference of tens of thousands of euros at the end of the year.

The reliability of time declarations is a major challenge, especially on geographically dispersed construction sites.

Traditional control methods:

• Scoring by the team leader present on site
• Cross-checking between several workers
• Random checks by the hierarchy
• Time-stamped photographs of the construction site

Modern technological solutions:

• Mobile applications with GPS geolocation
• Handheld biometric pointing systems
• Connected clocks resistant to construction site conditions
• Face recognition via smartphone
• Management software integrated with existing ERPs

Organizational best practices:

• Training employees on the importance of accurate reporting
• Implementation of a double validation system with automatic check
• Regular audits of declared time versus project progress
• Transparent communication on economic and legal issues
• Use of control tools to detect anomalies

Investing in these systems pays for itself quickly by reducing errors and disputes.

3. What are the advantages of using a digital timesheet compared to a paper version?

The era of loose leaves lying around in the construction site cabin, illegible because of rain or lost in a vehicle, is coming to an end. Digitizing timesheets is no longer a luxury but a strategic necessity for modern construction companies. Beyond the technological aspect, the entire organization of work is being transformed: saving administrative time, reducing errors, improving traceability and optimizing costs.

The transition to digital technology is radically transforming time management in construction.

Operational benefits:

• Real-time input from the construction site
• Eliminating transcription errors
• Automatic calculation of overtime
• Instant sync with payroll
• Access to complete historical data

Economic benefits:

• Reduction of administrative time by 60 to 80%
• Reduced printing and archiving costs
• Full traceability for controls
• Optimizing customer billing

Advanced features:

• Automatic generation of pilot reports
• Alerts in case of exceeding regulatory hours
• Integration with business management software and ERP
• Automatic and secure data backup
• Automatic check of the consistency of the times entered

However, team training and initial investment remain areas of focus during the transition.

4. How do I manage overtime and travel time on a timesheet?

Overtime in the construction industry is not the exception but often the rule: construction site emergencies, bad weather that delays schedules, customer imperatives... However, their management remains one of the most sensitive points and a source of disputes. Complexity increases with travel times, real legal headaches between effective working time, travel time and expenses. Poor management can be very expensive, both in terms of salary reminders and in social adjustments.

The management of overtime and travel is subject to precise rules in the construction industry.

Overtime:

• The first 8 hours after 35:00:25% increase
• Beyond 43 hours per week: 50% increase
• Respect of the annual quota (220h except collective agreement)
• Mandatory declaration to the labour inspectorate if exceeded

Transport and travel time:

• Distinction between commute time between home and work (unpaid) and business trips
• Compensation for excess transport time according to the collective building agreement
• Payment of transport costs according to the schedule
• Clothing/undressing time and rest break according to company agreement

Practical modalities:

• Clear separation of schedule categories on the sheet
• Justification of travel (mission order, transport invoices)
• Prior validation of overtime by the hierarchy
• Compulsory recovery or payment according to the employee's choice
• Consistency check with the project schedule

5. Who is responsible for validating timesheets in a construction company?

In the complex organization of a construction company, the validation of timesheets involves several hierarchical levels, each with its own specific responsibilities. This validation chain is not just an administrative formality: it constitutes a genuine internal control system that protects the company from legal and financial risks. Poorly organized, it can become a bottleneck paralyzing payroll and generating social tensions.

The validation chain varies according to the organization of the company but generally follows a defined hierarchy.

First Level Validation:

• Team leader or site manager for the accuracy of the hours
• Verification of consistency with the progress of work
• Control of the effective presence on site

Second level validation:

• Construction manager or sector manager for authorization
• Validation of overtime and travel
• Consistency with schedules and budgets

Final validation:

• HR department or payroll for regulatory compliance
• Verification of surcharges and calculations
• Archiving and transmission to social organizations

Legal responsibilities: The employer remains civilly and criminally responsible for the conformity of the declarations, even in the event of delegation. The establishment of written procedures and the training of validators are essential to limit risks.

6. How often should timesheets be completed and submitted?

The pace of timesheet management in the construction industry must juggle operational constraints in the field and administrative obligations. Too spaced out, data entry exposes to oversights and errors; too frequent, it overloads teams already focused on production. The optimal balance depends on the size of the company, its geographical dispersion and its level of organization. The most successful companies have found their rhythm, often different depending on the trades and the types of sites.

The frequency depends on legal obligations and the organizational needs of the company.

Minimum legal requirements:

• Daily maintenance of the hour countdown
• Monthly transmission to prepare the pay slip
• Storage for a minimum of 5 years
• Provision of the labour inspectorate on request

Recommended practices:

• Daily entry to avoid oversights
• Weekly validation by the hierarchy
• Bi-monthly transmission to the payroll department
• Final closing before the 25th of the month for payroll

Special cases:

• Short-term projects: immediate validation at the end of the mission
• Shiftwork: adaptation to production cycles
• Seasonality: intensification of controls during peak periods
• Emergencies: exceptional a posteriori validation procedure

Regularity takes precedence over frequency in order to maintain effective management.

7. How to include absences, holidays or sick leave on a timesheet?

Absences in the construction industry have specific characteristics that complicate their management: marked seasonality, exposure to bad weather, high professional risks generating more work stoppages. Between planned paid leave, unpredictable sick leave and exceptional absences, the company must maintain rigorous traceability while managing the impact on the organization of construction sites. Clear codification and well-defined procedures avoid payroll errors and disputes.

The integration of absences requires precise codification and differentiated management.

Types of absences to distinguish between:

• Paid leave (CP): planned and validated
• Sick leave (AT/MP, ordinary illness): medically justified
• Exceptional absences: death, marriage, birth
• Unjustified absences: to be managed disciplinarily
• Compulsory compensatory rest time

Integration modalities:

• Standardized coding (CP, AM, AE, AI)
• Maintaining the traceability of theoretical hours
• Differentiated calculation of remuneration by type
• Mandatory supporting documents depending on the nature

Impact on payroll:

• Salary maintenance according to collective agreement
• Deduction of unjustified absences
• Calculation of paid leave entitlements
• Declarations specific to social organizations

A clear procedure prevents payroll errors and disputes with employees.

8. What tools or software are the most used for managing timesheets in construction?

Faced with the increasing digitalization of the sector, the choice of a time management tool is becoming strategic. The market, which has long been dominated by general solutions that are poorly adapted to the constraints of the construction industry, is enriched by specialized offers that include the specificities of the sector: resistance to construction site conditions, disconnected operation, integration with business software. The investment, which is significant, must be carefully considered because it engages the company over several years and transforms its work processes.

The market offers various solutions adapted to the specificities of the construction sector.

Specialized construction solutions:

• Alobees: reference software for clocking and managing time in the field, specially designed for the constraints of construction and construction
• Socotec Monitoring: ERP for complete site management with clocking
• Plannix: a tool for planning and monitoring mobile teams
• Batigest: ERP integrating time management and project invoicing
• Aproplan: site collaboration software with time tracking

Adaptable general tools:

• Sage Payroll BTP: reference software for payroll with time module
• Lucca Timmi: cloud HR ERP with field functionalities
• Kelio: clocking tool and flexible schedule management
• Deputy: mobile scheduling and clocking software for employees

Selection criteria:

• Resistance to construction site conditions and data security
• Offline operation with automatic sync
• Integration with ERP and existing IT tools
• Ease of use for employees in the field
• Activity management and control functionalities
• Total cost of ownership and return on investment

Emerging trends:

• Artificial intelligence to detect anomalies
• Blockchain to secure data
• Augmented reality for contextual pointing

9. What risks does a construction company incur in the event of poor management of timesheets?

The consequences of poor timesheet management in the construction industry can threaten the very sustainability of the company. The sector, which is closely monitored by regulatory bodies because of its hidden work history, is subject to thorough checks. A simple URSSAF check can reveal years of anomalies and lead to considerable adjustments. Beyond the financial aspect, it is the reputation and the ability to respond to tenders that can be compromised.

The consequences of poor management can be severe financially and legally.

Financial risks:

• URSSAF adjustments on underreported contributions
• Salary reminders with interest and penalties
• Increases for unpaid overtime
• Administrative fines of up to €750 per employee concerned

Legal risks:

• Criminal sanctions for hidden work (up to 3 years in prison)
• Exclusion from public contracts for a maximum of 5 years
• Civil liability in the event of an accident at work
• Possible requalification into a permanent contract

Operational risks:

• Loss of credibility with customers and partners
• Demotivation of employees in the event of recurring disputes over schedules
• Complexification of the administrative management of projects
• Negative impact on the employer brand in the construction sector
• Failure in the management of activity and the safety of construction sites

Specific sectoral risks:

• Reinforced labour inspection controls in the construction and public works sector
• Cross-checks with purchasers
• Increased supervision of pension funds
• Repercussions on liability insurance

Prevention through rigorous organization remains the best protection.

10. How to train site managers in the proper use of timesheets?

Site managers are the essential links in the time management chain. First responsible for validation in the field, they must reconcile production requirements with administrative requirements, often without initial training in these aspects. The quality of their training largely determines the reliability of the data collected and the serenity of social relationships. Investing in their skills development means securing the company's entire time management chain.

The training of managers is a strategic investment in the quality of management.

Recommended training content:

• Legal and regulatory framework for working time in construction
• Practical use of input tools and software
• Validation procedures and quality control with automatic check
• Management of specific situations (bad weather, accidents, transport)
• Communication with employees and team management
• Data security and confidentiality

Effective teaching methods:

• Training-action on a real site
• Situations with concrete cases
• Digital support accessible from the field
• Tutoring by an experienced site manager
• Periodic assessment of achievements

Support tools:

• Illustrated procedure guide with step checklist
• Mobile application for decision support and field management
• Technical hotline for urgent software questions
• Exchange meetings between site managers on best practices
• Continuing training on regulatory developments in the building sector
• ERP for training with personalized employee follow-up

Monitoring and continuous improvement:

• Input quality indicators
• Regular feedback from field teams
• Adaptation of training courses to the difficulties encountered
• Recognition of good practices

Investment in training quickly results in improved data quality and a reduction in disputes.

Bonus question: What is the solution for monitoring the hours of work of teams in the field?

In the complex ecosystem of modern construction, where teams work on multiple and geographically dispersed sites, the problem of monitoring working hours takes on a strategic dimension. Businesses are looking for solutions that combine ease of use for workers, reliable data for managers and regulatory compliance for managers. It is in this context that Alobees is emerging, a solution specifically designed to meet the unique challenges of the construction sector.

Why does Alobees stand out in the construction sector:

Alobees is revolutionizing the management of working time in the construction industry thanks to an innovative field approach. Contrary to generalist solutions that are often unsuited to the constraints of the sector, Alobees was designed by and for construction professionals, natively integrating the specificities of the profession: team mobility, difficult site conditions, difficult construction conditions, diversity of tasks and complexity of collective agreements.

Key features of Alobees:

• Complete traceability thanks to the simplified daily clocking of workers with possible geolocation, automatic recording and accurate timestamp of each intervention, guaranteeing rigorous monitoring and exhaustive documentation.
• Automated management of payroll variables: accurate calculation of overtime, bonuses, allowances and increases according to collective agreements
• Integrated travel management: automatic calculation of travel zones and packed lunches
• Mobile hierarchical validation: team leaders validate directly from the field
• Automatic consistency check: detection of schedule and activity anomalies
• ERP integration: native connection with building management software

Immediate solutions with Alobees:

• 70% reduction in administrative time spent on timesheets
• Elimination of input errors through automation
• Improvement of traceability for URSSAF controls and labour inspection
• Optimization of the profitability of construction sites thanks to reinforced management in real time

Field testimonies:

“The application allows me to save a lot of time. I can manage the schedule and follow the timesheets of my companions in one click! We were able to save a job with an enormous gain in the management of operations related to reporting the hours of the journeymen.” - Sébastien Petit, Manager at Artiplac

“Alobees is a valuable asset for our renovation company, Estia, which we have been using for many years. Its ability to manage the schedules and working hours of workers in real time has greatly improved our efficiency by avoiding the constraints of timesheets to sign and validate. With its intuitive interface, we can easily adjust assignments and provide clear instructions, simplifying daily management and saving us valuable time.” Louis Camut, Co-manager Estia

Faced with the specific challenges of construction and construction, Alobees is the reference tool for companies wishing to modernize their time management while maintaining the simplicity of use that is essential in the field. Its advanced management and security features make it a software adapted to the needs of employees and managers alike.

Discover Alobees without commitment:

For construction companies wishing to concretely assess the impact of Alobees on their time management, several options are available to them:

• 14 day free trial : full deployment on a pilot project with personalized support, without commitment or hidden costs, including employee training and compliance checks
• Free demo : complete presentation of the software adapted to your organization and your specific challenges, with testing of management and security functionalities

This approach makes it possible to quickly see the concrete benefits before any investment. Most businesses notice a significant improvement in data quality and a reduction in administrative time from the very first days.

Controlling timesheets in construction requires a global approach combining regulatory compliance, operational efficiency and adaptation to field constraints. Businesses that invest in these processes gain in productivity and significantly limit their legal and financial risks.

Sources cited and used:

• Article L3171‑2 Of the labor code
• Article L3171‑3 Of the labor code
• Article L3171‑4 Of the labor code
• Construction collective agreement Section 8-17‍
• The site of URSSAF