TimeTally - Timesheet Management AppTimeTally
Facilities Management

Timesheet Software for UK Facilities Management

Field engineers move between sites daily, work overtime on callouts, and split their hours across several contracts. TimeTally is mobile time recording for facility management teams. Engineers log hours by site from their phone. Contract managers approve the period from any device. You get one record for payroll and for client billing, and approved timesheets export to Xero, QuickBooks, or CSV. From £3 per employee per month.

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Facilities management timesheet showing engineer hours, breaks and the site each shift was worked on
Facilities management engineer timesheet on mobile

“The app is simple to use, reliable, and makes managing staff records straightforward. The system has saved us a significant amount of administration time.”

CLI ManchesterJordan Ingoe, CLI Manchester

Simple Timesheets for Engineers on the Move

An engineer fills in a day in under 60 seconds. Enter the start time, the end time and any breaks, then pick the client site the work was on. Mobile time recording for facility management runs in any phone browser, so an engineer completes the entry in the van between a planned service and the next reactive callout instead of waiting for Friday afternoon in the office.

TimeTally timesheet entry screen showing hours and site tracking for FM engineers

  • One row per day

    Every day of the period is a row. The engineer fills in the days they worked and leaves the rest empty.

  • Hours total themselves

    The hours column is set to Auto. It works out start to end and takes the lunch minutes off.

  • A site on every entry

    Select projects on any day to book those hours to a client site or contract.

  • Two sites in one day

    The + on a day adds a second entry, for an engineer who attends two sites or comes back out on a callout.

  • A note on any day

    The notes field takes an optional line: why a visit overran, what plant was involved, who signed it off.

  • One submission per period

    The engineer fills in the days as they go and submits the whole period once at the end.

Out on the round

Approve an Engineer's Period From Any Device

Contract managers approve or reject timesheets from a phone, a tablet or a desktop. Each period arrives already totalled, with regular hours, overtime and TOIL shown separately and the hours split across the sites the engineer attended. Approved and exported are tracked as separate states, so a period signed off on Friday cannot be paid twice when the office runs payroll on Monday.

  • Callout hours are worked out against that engineer's own threshold before anyone opens the period. If you give the time back instead of paying it, the TOIL total is shown alongside.
  • Each day is one line with its times, its hours and its pay. Open a line to see the unpaid break, the second site and the note the engineer added.
  • A rejection can carry a written reason. An engineer who booked a callout to the wrong contract knows what to correct and resubmit.
  • Rates and pay totals can be hidden from an approver. A supervisor on a contract that mixes direct labour with subcontractors approves the hours without seeing any figures.
Pay is permission-basedTOIL is optional
Timesheet approvals Get Started
Approved weekly FM timesheet showing regular hours, overtime, TOIL and pay per day

Every Engineer's Submitted Hours in One List

The timesheet screen lists every engineer for the current period with their total hours and whether they have submitted. A contract manager can see who still owes a sheet without ringing round the whole team, and can work down the list from a phone.

  • Step through periods with the arrows either side of the date. The list shows one period at a time.
  • Each row carries the engineer's name, their department and their total hours. Open a row for the day-by-day entries behind the total.
  • A status badge marks each person as Not Submitted, Pending, Approved or Rejected. Approve All clears one engineer's outstanding days in a single action.
  • Send a reminder to one engineer in a tap. It arrives as a notification in their app — nothing is chased automatically, you choose who gets it.
  • Export runs from the same screen, and you can filter it by department so one contract team's hours go to payroll on their own.
Phone, tablet or desktopReminders are sent by hand
Manager view on a phone listing each engineer's submitted hours and total for the week, with Export and Approve All

Used Across UK Facilities Management

TimeTally works for any FM company that needs to track staff hours across sites and manage holiday requests — hard FM, soft FM, or both under one multi-site contract.

  • Hard FM

    Mechanical, electrical, plumbing, and HVAC maintenance teams

  • Soft FM

    Cleaning, catering, security, and grounds maintenance staff. See our cleaning services page

  • Total FM

    Integrated facilities management companies covering multiple service lines

  • Mobile Engineers

    Field engineers covering reactive and planned maintenance across multiple sites

Team Overview

See Who Is Working and Who Is Off

The team calendar gives managers a clear view of the entire team — submitted timesheets, approved holidays, and absences — all in one place. When managing engineers across multiple sites, knowing who is available before approving holiday requests helps you avoid coverage gaps.

FM team calendar showing engineer availability and approved holidays

  • Engineer availability, one month at a time

    Every booked and approved absence for the whole team sits on one grid. Before you approve a fortnight in July you can see who else on the multi-site contract is already off.

  • Cover checked across contracts, not just teams

    Hours are tagged to the site they were worked on, so the calendar sits next to a record of who has been attending which contract. That is the harder half of the coverage question.

  • What it is not

    This is an availability and absence view, not a live dispatch board. It shows who is booked off and whose hours are in. It does not show where an engineer is standing right now.

Watch a Submitted Timesheet Reach the Manager

A short loop of the manager's view. The month grid at the top shows the whole team. Below it, an engineer's submitted timesheet arrives in the Timesheet Requests panel with their name, their total hours and the period, and is approved in one tap. Time-off requests queue in the panel beside it.

All Departments
Jun 2026
M
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F
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AR1

Amelia Roberts

Kitchen

JK2

James Kelly

Front of house

PS3

Priya Shah

Kitchen

MP4

Maya Patel

Front of house

TW5

Tom Wilson

Bar

Timesheet Requests

3
AR

Amelia Roberts

37h 30m · Week of Jun 15

JK

James Kelly

38h 30m · Week of Jun 8

Time-off Requests

2
PS

Priya Shah

3d · Annual Leave

MP

Maya Patel

2d · Sick Leave

AR

Amelia Roberts

Monday 15 June · 09:00

AR

0h 00m

09:00 – 17:00

Break
End Done

Timesheet submitted

Week of Jun 15

AR

Amelia Roberts

Kitchen

Week of Jun 15, 2026

Mon15
09:00–17:00·30m

7h 30m

Tue16
09:00–17:00·30m

7h 30m

Wed17
09:00–17:00·30m

7h 30m

Thu18
09:00–17:00·30m

7h 30m

Fri19
09:00–17:00·30m

7h 30m

Submit Timesheet Submitted

Payroll Export

Week of Jun 15, 2026 · 5 employees

Employee
Reg. pay
Overtime
Total
AR

Amelia Roberts

37.5h

£281.25

—

£281.25

JK

James Kelly

40h

£300.00

£22.50

2h

£322.50

PS

Priya Shah

32h

£240.00

—

£240.00

MP

Maya Patel

38h

£285.00

—

£285.00

TW

Tom Wilson

40h

£300.00

£45.00

4h

£345.00

Total · 5 employees

£1,406.25

£67.50

£1,473.75

Confirm Export Exported!

Settings for a Day That Touches Several Sites

One engineer's Tuesday belongs to several contracts. Some of it is planned and some of it is not, and payroll and the client want it cut two different ways. These four settings are what an FM administrator changes to get that.

Book every entry to the client site it was worked on.

Create a project for each client site or contract. Engineers pick the project as they fill in the day. An engineer who does a planned service in the morning and a reactive callout across town after lunch enters the day as two entries, one against each site.

Hours and cost then roll up per site. You can see which contract is absorbing the engineering time you priced for while the year is still running.

It also answers a billing query. When a client asks what a month was spent on, you show them approved entries with dates, hours and the engineer's own note.

Turn on locations and activities to separate planned work from reactive.

Projects are on already. Locations and activities are separate settings an admin switches on. One entry can then carry all three: the site, the plant room, and whether the visit was planned maintenance or a callout.

Whatever you switch on follows the hours onto the timesheet line and into the CSV export, and hours and cost roll up by project in the analytics view. That is the difference between knowing a month cost 160 engineer hours and showing that 40 of them were unplanned.

Pay callout hours at a premium, or bank them as time off.

Overtime is off until an admin turns it on. There are two triggers and FM uses both. A threshold rule starts once an engineer passes a set number of hours in a day, a week or a month. A time-of-day rule pays a premium for hours inside a window whatever the daily total, which is what an out-of-hours or weekend response rate needs.

Each rule pays as a multiplier or as a flat hourly rate, and every engineer is set independently. A time-served mechanical engineer, an apprentice and a mobile cleaner rarely share a threshold.

Time off in lieu is the alternative to paying the hours. Set a conversion rate — one hour of callout becomes an hour and a half of leave, for example — and overtime accrues as a TOIL balance. The balance is held in hours, separately from annual leave, so banking a callout never reduces holiday entitlement.

Set the timesheet period to one, two or four weeks.

Choose a period of one, two or four whole weeks, then set the date the first period runs from. Every period after that follows the same cycle.

FM payroll rarely runs to one clock. Directly employed engineers are often paid weekly while a subcontract or client valuation runs to four weeks. Match the period to the run it feeds and nobody adds four weekly sheets together by hand.

Periods line up with the day your working week starts, so a period never begins mid-week.

Changing the setting does not rewrite history. A timesheet keeps the period it was written with, so a month you have already exported still means what it meant then.

Why it matters

Why FM Companies Need Accurate Timesheets

Facilities management involves engineers working across multiple client sites, often with different contract rates and overtime arrangements. Without accurate time records, billing disputes and payroll errors are inevitable.

The Working Time Regulations 1998 — the Working Time Directive, as most FM contracts still call it — apply to FM workers just as they do elsewhere, but FM presents particular challenges. Engineers who handle emergency callouts on top of regular schedules can easily exceed the 48-hour weekly average (calculated over a 17-week reference period). Mobile workers travelling between sites must still receive 11 consecutive hours of rest between shifts. Night workers undertaking out-of-hours maintenance are subject to the 8-hour limit per 24-hour period. Without reliable timesheet data, it is difficult for FM employers to demonstrate compliance.

Be clear about what a timesheet tool is for here. TimeTally is not working time regulations software: it does not watch the 48-hour average for you, and it will not raise an alert when a field engineer is heading past it. What it does is record every hour — regular, callout, night, travel logged as its own entry — in one exportable place, so the person who does have to check the average, the rest periods and the night limit is reading a record instead of reconstructing one.

TUPE (Transfer of Undertakings (Protection of Employment) Regulations 2006) is a fact of life in facilities management. When contracts change hands, the incoming employer inherits the workforce, and the outgoing employer must provide detailed employee liability information — including hours worked, pay rates, and holiday entitlement. FM companies that rely on paper timesheets or scattered spreadsheets often struggle to compile this data under the tight 28-day disclosure deadline. Digital timesheet records make the TUPE information obligation considerably less painful.

For mobile FM workers, the question of whether travel time between sites counts as working time has been clarified since the Tyco ruling (CJEU, 2015). Where engineers have no fixed place of work and travel directly from home to client sites, that travel time is working time under the WTR. This matters both for the 48-hour limit and for National Minimum Wage calculations — if travel time pushes effective hourly pay below £12.21/hour (April 2025 rate for workers aged 21+), the employer is in breach.

Accurate, site-level timesheet records also underpin client billing. When you manage 10, 20, or 50+ contracts, each with different hourly rates and overtime terms, manual tracking leads to under-billing and disputes. Having approved, exportable records by site gives clients the transparency they expect and protects your revenue.

What TimeTally Does for FM Teams

TimeTally is a straightforward timesheet and holiday management tool. Here is what it does and how it helps facilities management companies.

Hours Tracking by Site

Engineers enter their start and end times for each shift. Using TimeTally's project tracking, they select the client site or contract they worked on. If an engineer works at two sites in one day, they submit separate entries for each. Reports show total hours and costs per site, which makes client billing straightforward.

Hourly Rates and Overtime

Set an hourly rate and overtime rate for each employee. TimeTally calculates standard pay and overtime pay automatically when timesheets are submitted. You can configure daily or weekly overtime thresholds — useful for engineers whose callout hours push them over their regular contracted hours.

Break Tracking

Track breaks separately from working time. Under UK law, workers on shifts over 6 hours are entitled to a 20-minute uninterrupted break — our break time compliance calculator works out what a given shift owes. TimeTally records breaks and deducts them from total hours automatically, so payroll figures are accurate and you have a record of breaks taken.

Contract and Site Tracking

Create projects for each client site or contract. Engineers tag their hours to the correct project when submitting timesheets. You can see total hours per contract, compare across sites, and export by project for client invoicing. Each project can have its own notes and description.

Payroll Export

Export approved timesheets to Xero, QuickBooks, or CSV with one click. The export includes employee names, standard hours, overtime hours, pay amounts, and break deductions. No manual re-entry into your payroll or accounting system.

Mobile Access — No App Required

TimeTally works in any mobile browser. Engineers do not need to download an app or install anything on personal devices. They can bookmark the page on their phone. There is also a native iOS app for those who prefer it.

Honest Positioning

What TimeTally Does — and What It Does Not

TimeTally is a timesheet and holiday management tool. It does specific things well. It is not a CAFM system or a job management platform. Here is an honest breakdown.

What TimeTally Does

Records hours worked per employee, with start and end times

Tracks hours against projects (sites, contracts, departments)

Calculates overtime using configurable hourly rates and thresholds

Manages holiday requests with automatic statutory entitlement

Tracks breaks and deducts them from total hours

Exports approved timesheets to Xero, QuickBooks, or CSV

Provides a team calendar for availability and leave overview

Allows notes on timesheet entries for additional context

Plans shifts on a rota, and records the hours actually worked against it

What TimeTally Does Not Do

No live map, breadcrumb trail, or real-time location tracking of engineers — the optional GPS check happens at the moment of clock-in and nowhere else

No SLA monitoring, response time alerts, or compliance dashboards

No job management, work order dispatch, or task prioritisation

No planned preventative maintenance (PPM) scheduling

No asset management or equipment registers

No automated WTD breach alerts (you get the data; compliance decisions are yours)

No mileage capture, expenses, or automatic travel detection — travel is entered like any other hour

In short: TimeTally replaces paper timesheets and spreadsheets. If you need a full CAFM system (Planon, Concept, or similar), TimeTally is not that. But if your FM company needs a simple, affordable way to record hours by site, manage holidays, and export to payroll, it does that job well at £3 per employee per month.

UK Compliance
UK Employment Law

How TimeTally Supports UK FM Compliance

TimeTally is a timesheet tool, not a compliance system — but accurate timesheet records are the foundation of meeting your regulatory obligations. Here is how the data TimeTally captures supports FM-specific compliance requirements.

Working Time Regulations 1998

TimeTally records all hours worked, including overtime. This gives you the data you need to monitor the 48-hour weekly average (over a 17-week reference period), the 11-hour rest requirement between shifts, and the 8-hour night work limit. For FM engineers handling emergency callouts on top of their regular schedules, having this data in one place is particularly important. To be plain about the limit: TimeTally does not calculate the rolling average, and it does not alert anybody when a field engineer approaches it — you check Working Time Directive compliance from the record, and TimeTally's job is to make sure the record is complete. You can export it at any time if HMRC or the HSE request it.

TUPE Data Obligations

When FM contracts change hands, the TUPE Regulations 2006 require the outgoing employer to provide employee liability information to the incoming employer at least 28 days before the transfer. TimeTally stores historical timesheets, pay rates, overtime records, and holiday balances digitally — making it straightforward to compile the required data rather than digging through filing cabinets.

Mobile Worker Travel Time

Since the Tyco ruling, travel time for mobile workers without a fixed place of work counts as working time. FM engineers who travel directly between home and client sites fall into this category. TimeTally lets engineers record travel time as a separate entry with notes, so you have the data to assess whether total working hours (including travel) comply with the WTR and NMW requirements.

National Minimum Wage

Accurate hours tracking ensures your effective hourly rate does not fall below the National Minimum Wage (£12.21/hour for workers aged 21+ from April 2025). Use our overtime pay calculator to check rates. This is relevant for FM workers where unpaid overtime, unrecorded travel time, or incorrect break deductions could push the effective rate below the legal minimum.

HMRC Record-Keeping

HMRC requires employers to keep records of hours worked for at least two years. TimeTally stores all timesheet data digitally with timestamps and approval records — a complete audit trail that you can export whenever needed.

Holiday Entitlement

All UK workers receive 5.6 weeks statutory holiday (28 days for full-time). TimeTally calculates entitlement automatically, including pro-rata for part-time staff and mid-year starters, and UK bank holiday dates for your region can be imported and booked against the team rather than typed in by hand. Sickness and compassionate leave are recorded against the same record as separate leave types, each with its own colour and allowance, so an absence pattern and its statutory sick pay position can be worked out from one place. When TUPE transfers occur, accrued but untaken holiday transfers with the employee — having accurate records avoids disputes during handover. Our FM leave management page covers the leave side in full, and the leave tracking software page explains how entitlement, carryover and accrual are worked out.

Simple, Transparent Pricing

One price. Every feature. No surprises.

£3/employee/month

Billed monthly, incl. VAT. Cancel anytime.

Track engineer hours by client site or contract
Automatic overtime calculations for callout work
Mobile timesheet submission from any phone, no app required
Timesheet approval workflow with full audit trail
Export to Xero, QuickBooks, or CSV for payroll
Get Started
Book a Demo

In short

What is facilities management timesheet software?

Facilities management timesheet software records the hours field engineers spend on each client site, so those hours can be paid correctly and billed to the right contract. It covers planned maintenance, reactive callouts, out-of-hours work and the travel between sites. TimeTally does this for UK FM companies from £3 per employee a month. Engineers log start time, end time and breaks from any phone browser or the iOS app, tag the hours to the site or contract they were on, and submit the period for approval. Contract managers approve from any device. Callout hours are worked out against the thresholds you set for each engineer. Approved hours export to Xero, QuickBooks or CSV. The same digital record answers a client billing query, a TUPE information request and a Working Time Directive question. TimeTally records the hours; it does not police them. Checking the 48-hour average and the rest periods is still your call.

Price
£3 per employee a month
Logging
Any phone browser, or the iOS app
Costs to
A site, contract or department
Period
One, two or four whole weeks
Exports to
Xero, QuickBooks, CSV
Supports
TUPE, WTR and HMRC hour records

Frequently Asked Questions

How do you manage engineer availability across multiple sites?

Use the team calendar. Every approved holiday, booked absence and submitted timesheet for the whole team appears on one month view, so before you approve a request you can see who else covering that contract is already off. Because hours are tagged to the site or contract they were worked on, the calendar sits alongside a record of who has actually been attending which site, which is the part a coverage decision usually turns on. Be clear about the limit: this is an availability and absence view, not a live dispatch board — it shows who is booked off and whose hours are in, not where an engineer is standing right now.

How do you track Working Time Directive compliance for field engineers?

TimeTally records every hour a field engineer submits — regular shifts, emergency callouts, night work, and travel logged as its own entry — with dates, breaks and approval timestamps, and exports the lot to CSV, Xero or QuickBooks. That record is what you check the Working Time Directive against: the 48-hour weekly average over a 17-week reference period, the 11 consecutive hours of rest between shifts, and the 8-hour limit for night workers. What TimeTally does not do is monitor those limits for you. There is no rolling average calculation and no breach alert. It keeps the record complete and exportable; the compliance judgement stays with you or your HR adviser.

How do you track engineer travel time versus on-site time?

Record them as separate timesheet entries. An engineer logs the travel leg as its own entry with a note, and the on-site work as another entry tagged to the client site or contract, so the two sets of hours can be told apart in reports and in the export. If you want the split to be systematic rather than by note, turn on activities alongside projects and tag one entry 'travel' and the other to the job. TimeTally does not detect travel automatically — there is no GPS trace, no mileage capture and no journey log. The engineer enters it, which is also what makes it a record you can defend if the Tyco position on travel as working time is ever questioned.

How long is a timesheet period in TimeTally?

One week by default. An admin can set it to one, two or four whole weeks and pick the date the first period runs from; every period after that follows the same cycle, aligned to the day your working week starts. This matters in FM because the payroll and the client valuation rarely run to the same clock — directly employed engineers are often paid weekly while a subcontract or client valuation runs to four weeks. Existing timesheets keep the period they were written with, so changing the setting never rewrites history.

Can engineers track hours against different client sites?

Yes. TimeTally has project tracking where you create a project for each client site or contract. Engineers select the relevant project when submitting their timesheet. Reports show total hours and costs per project, which you can export for client billing.

Can I set different pay rates for different engineers?

Yes. Each employee has their own hourly rate and overtime rate. When timesheets are submitted, TimeTally calculates standard pay and overtime pay based on these individual rates. You can update rates at any time from the employee settings.

How does TimeTally handle overtime for callout work?

You set a daily or weekly overtime threshold for each employee. Any hours beyond the threshold are calculated at the overtime rate automatically. If an engineer works 8 regular hours and then does a 3-hour callout, and the daily threshold is 8 hours, those 3 hours are recorded at the overtime rate.

Can engineers use TimeTally on their phones without downloading an app?

Yes. TimeTally works in any mobile browser — no app download or installation needed. Engineers can bookmark the page on their phone. There is also a native iOS app on the App Store for those who prefer it.

Does TimeTally track engineer locations or provide GPS tracking?

Not continuously, and not by default. Ordinarily engineers self-report their hours and the site they were on, and no location is involved at all. There is an optional GPS add-on at £1 per employee per month which checks that an engineer is inside a named site boundary at the moment they clock in — you set the radius per site, from 25 metres up to 5 kilometres, and mark each site strict or lenient. It only takes effect where clocking in is the only way to log hours, because otherwise an engineer can simply type in the hours the boundary refused. Nothing is recorded between clock-ins: there is no live map, no breadcrumb trail and no background location. A manager can see who is clocked in right now, but not where they are. It also does not stop one engineer clocking in for another.

Can TimeTally monitor SLA response times?

No. TimeTally is a timesheet tool, not an SLA monitoring system. Engineers can record the times they started and finished work, and add notes to entries (for example, noting a callout), but there is no automated SLA tracking, response time monitoring, or compliance alerting.

How does TimeTally help during TUPE contract transfers?

When contracts change hands under TUPE, the outgoing employer must provide employee liability information. TimeTally stores historical timesheets, pay rates, overtime records, and holiday balances digitally, making it easier to compile the required data. However, TimeTally does not automate the TUPE process itself — it provides the underlying records.

What payroll systems does TimeTally export to?

TimeTally exports to Xero, QuickBooks, and CSV/Excel. The export includes employee names, standard hours, overtime hours, pay amounts, and break deductions. Most payroll systems can import CSV files if a direct integration is not available.

Can I manage both directly employed staff and subcontractors?

Yes. You can add both employees and subcontractors to TimeTally with different hourly rates. Each person submits their own timesheets, and you approve them through the same workflow. However, TimeTally treats everyone as a team member — there is no separate contractor-specific workflow or invoicing feature.

How does TimeTally keep our data safe?

TimeTally uses Supabase (built on PostgreSQL) with row-level security, encrypted connections, and secure authentication. All data is stored in the cloud and accessible only to authorised users within your organisation.

Still have a question? See all FAQs

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