Timesheets

Turn crew hours into payroll — and catch what you under-billed

Weekly staff time tracking that records, approves and exports crew hours, links every entry to the job it was worked on, and reconciles the hours you billed against the hours your crews actually worked.

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Key benefits

Why Timesheets

The advantages that make the difference for your moving business.

Weekly grid with job context

A per-staff, seven-day grid shows each shift's start, finish, hours and pay — with the linked job's customer and 'from → to' suburb route right there on the entry.

Approval workflow with locked pay

Managers approve entries per week. On approval the hourly rate is snapshotted and the entry is locked, so approved pay totals never drift when rates change later.

Billed-vs-actual labour insight

Using crew/FTE data on materials, VanMan compares the labour hours you billed against the hours your crews logged — so you can see where jobs were under-billed.

A clear weekly picture per crew member

Each staff member gets a seven-day grid showing every shift — start and finish times, hours, and calculated pay. Entries are labelled with the job they belong to, including the customer name and the pickup-to-drop-off route, so hours always have context.

Approve once, and pay stays put

Draft entries are reviewed and approved per week. The moment a manager approves, the staff member's hourly rate is snapshotted onto the entry and it's locked from further edits — so a rate change next month never rewrites last month's approved pay. View, edit and approve permissions keep the right people in control.

Payroll-ready export and labour reconciliation

Export a payroll-ready CSV with staff, dates, start/finish, breaks, hours, rate, pay, status, customer, route and notes — UTF-8 encoded so Excel opens it cleanly. And because time-based materials carry a crew 'FTE' value, VanMan computes billed man-minutes per job and flags where labour was under-billed against the hours actually worked.

Works with

Connected to staff, jobs and materials

Timesheets pull hourly rates from staff profiles, link to the jobs your crews worked, and use crew/FTE data on materials to reconcile billed labour against actual hours.

Job Management Invoicing & Xero Mobile App

Job Management

Manage the full lifecycle of every moving job — from the initial enquiry through to completion and invoicing. Everything about a job lives in one place.

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Invoicing & Xero

Generate invoices from completed jobs with one click and sync them straight to Xero. No double entry, no code errors, no chasing spreadsheets.

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Dashboard & Analytics

Real-time dashboards showing revenue, job volume, crew utilisation, and business health at a glance. Know your numbers without digging through spreadsheets.

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