Timesheet Software for UK Logistics

There are two overtime triggers and a fleet usually needs both. Threshold overtime starts once someone passes a set number of hours in a day or a week — time-and-a-half after a nine-hour shift is a threshold rule. Time-of-day overtime pays a premium for hours inside a window regardless of the daily total, which covers night trunk runs and Sunday warehouse shifts. Choose how it is paid: a rate multiplier such as 1.5x, or a fixed hourly rate. Rules stack into tiers, and every person is configured independently. A Class 1 driver, a 3.5-tonne multi-drop driver and a warehouse operative can each have their own threshold.

Project tracking is optional and off until you enable it. Once on, staff split their hours across routes, depots, contracts or clients as they submit — four hours on the Midlands trunk, three back in the yard. A project can also carry its own pay rate: a flat fee per entry, or an hourly rate that applies on top of or instead of the person's normal rate. Reports then show hours and labour cost per route or per contract, which is the figure a rate review turns on.

TOIL is an optional alternative to paying overtime. Enable it if you want to offer time off in lieu instead of, or alongside, extra pay. Set a conversion rate — one hour of overtime becomes 1.5 hours of leave, for example — and overtime accrues as a TOIL balance automatically. The two hours a driver spent waiting for a bay at a distribution centre are banked rather than forgotten. TOIL is held separately from annual leave, so it never reduces holiday entitlement. Staff request it the same way they request any other leave.

Transport managers approve or reject from any device: a phone in the yard, a tablet on a bay, a desktop in the office. Rejections carry a written reason, so a driver who logged a night shift against the wrong date knows what to correct. If a sheet is still outstanding, a manager can send that person a reminder in one tap — it arrives as a notification in their app. Pay totals are calculated from approved hours, so nothing is re-keyed between the depot and the payroll run.

There are two submission modes and you can use both. Clock-in mode starts a live timer when a shift begins, which suits a warehouse where everyone starts at the same gate. The timer keeps running with the app closed, so a phone in a cab cradle records the full shift. Form mode lets staff enter start, end and break times afterwards, which is what a driver who tips at 19:40 in a lorry park needs. Both work on mobile and desktop, so one company can run different modes in different parts of the operation.

Each person has their own hourly rate — agency cover, own-account drivers and warehouse staff rarely sit on the same figure and often work the same shift. Overtime carries its own rate per person, as a multiplier or a flat figure, and pay totals are calculated automatically from approved hours. You can also hide rates and pay totals from a manager entirely: they approve hours without seeing any figures, which is the usual arrangement where own-account and agency drivers share a run.

Send approved timesheets to payroll in a few taps. Export to CSV, Xero, or QuickBooks, filtered by date range, person, or department, with control over which columns are included. You can also combine timesheet and leave data in a single export, so the payroll run gets the hours and the absences in one file.