Day Labor Management
- On-Site Labor LoggingLog day-shift and overtime labor on a phone and attach photos
- Billing ComparisonCompare billed hours with actual worker counts side by side, with discrepancies highlighted
- Reconciliation LockingOnce a batch is locked, it is the basis for reconciliation
- Labor Cost CalculationOvertime is calculated for weekdays, rest days, and regular days off; changes to the day-shift hourly rate do not affect past months
Problems & solutions
Kept in notebooks, messaging apps, or Excel, with constant disputes at month-end reconciliation
Scan workers' vest QR codes to count them, with on-site photos attached as evidence
Avoid re-entry the next day, support records with photos, and reduce reconciliation disputes
Hours billed by subcontractors don't match the actual labor count, and it's discovered only at month-end
Mismatched hours are flagged, and reports show day labor hours and subcontractor-billed hours side by side
Confirm differences with the subcontractor that day instead of waiting for month-end, and finish reconciling before billing
Day-shift and overtime are recorded on the same sheet, so overtime is prone to disputes
Recorded in two separate ledgers, with a report for each that can be exported to Excel or printed
Overtime workers and hours are recorded and reconciled separately, so there's no untangling a mixed sheet
People still edit numbers after closing, with no cutoff to rely on
Once locked, assignments, photos, and labor counts can't be changed, which sets the reconciliation cutoff
Numbers stay put after closing, and you can show the locked details if a subcontractor disputes them
Weekday and regular day off rates are calculated by hand, and changing the hourly rate alters past months' amounts
Set the rate for each day type on the calendar, run a trial calculation, and keep old rates when the hourly rate changes
Overtime amounts follow one rule, and amounts already billed for past months don't change
Features
Day-shift and overtime recorded separately
Create an entry by work date and fill in billed hours by subcontractor, work area, and work content. Day-shift and overtime are kept in two separate ledgers.
Site photos
A labor-hours entry can carry on-site photos as evidence of the work done.
Labor count entry
Select workers on the web page, scan the QR code on a worker's vest with a phone, or type in a worker ID by hand.
Billed hours vs. labor count
When the hours a subcontractor billed differ from the hours actually counted, the screen flags it.
Four-step phone entry
Finish in four steps (work item, subcontractor, photo, labor count), and continue any work items from the past 7 days that aren't locked yet.
Locking
Lock a single entry or a whole batch. Once locked, assignments, photos, and labor counts can't be changed, which sets the reconciliation cutoff.
Labor count statistics
View batch count, total hours, number of workers counted, daily trend, and subcontractor hours ranking by date range.
Work reports and export
One report each for day-shift and overtime, showing day labor hours and subcontractor-billed hours side by side. Export to Excel or print.
Rate settings
Maintain rates for weekdays, rest days, regular days off, national holidays, and special days on the calendar, then run a trial calculation to confirm the amounts.
Hourly rate changes aren't retroactive
When the day-shift hourly rate is adjusted, the old rate is kept and past months' amounts are never changed.
vs. traditional methods
Phone entries on site are the same record the office reviews, with no need to copy them again
Billed hours and counted hours are compared side by side, with mismatches flagged on screen
Actual labor counts and subcontractor-billed hours are recorded and compared separately, and day-shift and overtime are kept in separate ledgers
Rates are set in one place on the calendar, special days can be adjusted individually, and the calculation is consistent across the project
Who it's for
On-site managers and site engineers
Log day-shift and overtime the same day, take photos, and scan QR codes to count workers.
Back-office and project management staff
Correct assignments, lock batches, and export billing reports.
Project leads and owner contacts
View manpower deployed over a period and spot-check details and the reconciliation basis.
Want to see how it fits your jobsite?
Tell us about your type of work and how you manage it, and our consulting team will set up a free 30-minute consultation.